Email writing format is a vital skill in today’s digital world- particularly for students and job seekers. Whether you’re reaching out to a professor, applying for a job or emailing a client or manager, being able to write a formal email is crucial. This guide will define the difference between formal and informal emails, and give examples of each category: formal email example, informal email example 25+ formal email sample 1.
In this article, I shared 25 formal email writing format. You can take the idea how a particular email should be written. Keep one thing in your mind:
- Set your audience
- Set your target
- Set your need
- Set your expectation from the reader
Read Digital Bangladesh Composition: SSC, HSC 2025.
Formal Email Writing Format vs. Informal Email Writing Format
| Feature | Formal Email | Informal Email |
|---|---|---|
| Greeting | Dear Mr./Ms./Dr. | Hey/Hi |
| Tone | Professional, respectful | Casual, friendly |
| Use of contractions | Rare | Common (e.g., don’t, can’t) |
| Signature | Full name, designation, contact info | First name or just name |
| Purpose | Work, school, official matters | Friends, family, informal topics |
Basic Formal Email Structure
- Subject Line: Clear and concise
- Salutation: Dear [Name/Title]
- Opening Sentence: State the purpose
- Body: Provide necessary details
- Closing Line: Polite ending
- Sign-Off: Regards/Sincerely, [Your Name]
- Signature: Name, title (if applicable), contact info
25 Top Professional Formal Email Examples You Can Use Today
1. Thank You Email
Subject: Thank You for the Interview Opportunity
Dear \[Hiring Manager’s Name], Thank you for inviting me to interview for the \[Job Title] position. Thanks for your time and attention!
Sincerely,
[Your Name]
2. Formal Letter of Appreciation
Subject: Appreciation for Your Support
Dear \[Recipient’s Name], I am writing this letter to thank you for your help during \[the reason]. Your contributions certainly helped.
Warm regards,
[Your Name]
3. Letter of Complaint
Subject: Complaint Regarding [Product/Service Name]
Dear [Support Manager],
I am writing to formally report an issue with [describe problem briefly]. I request immediate action to resolve this matter.
Regards,
[Your Name]
4. Cover Letter
Subject: Application for [Job Title]
Dear [Hiring Manager],
I have attached my resume for your consideration regarding the [Job title] at [Company Name]. I think I would be a good fit for the role.
Sincerely,
[Your Name]
5. Reminder Email
Subject: Friendly Reminder: [Meeting/Submission Due]
Dear [Name],
Just a gentle reminder that [mention reminder details]. Please let me know if you have any queries.
Best regards,
[Your Name]
6. Apology Letter Sample
Subject: Apology for the Delay
Dear [Name],
I sincerely apologize for the delay in [mention issue]. I assure you that this will not happen again.
Kind regards,
[Your Name]
7. Letter of Apology for a Client
Subject: Apology Regarding [Service/Product Issue]
Dear [Client Name],
We apologize for the inconvenience. The issue has been resolved, and we appreciate your patience.
Sincerely,
[Your Name]
8. Apology Letter from Boss
Subject: Apology for Miscommunication
Dear Team,
I would like to apologize for the recent miscommunication regarding [mention topic]. I take full responsibility and will ensure better clarity moving forward.
Regards,
[Your Name]
9. Apology Mail for Manager
Subject: Apology for the Error
Dear [Manager’s Name],
I sincerely apologize for the mistake in [mention incident]. I have taken steps to ensure it does not happen again.
Respectfully,
[Your Name]
10. Sample Business Emails (B2B & B2C)
Subject: Collaboration Opportunity – [Project Name]
Dear [Client/Business Partner],
I’m reaching out to discuss the possibility of our companies collaborating on \[project/topic]. We can talk about it over the phone sometime.
Sincerely,
[Your Name]
11. Introduction Email to Client (Outreach)
Subject: Introduction – [Your Name], [Your Company]
Dear [Client Name],
My name is [Your Name], and I represent [Company]. We specialize in [brief summary]. I’d love to connect and explore synergies.
Best,
[Your Name]
12. Sample Email for Proposal Submission
Subject: Proposal Submission for [Project Name]
Dear [Recipient Name],
Attached is the proposal for [Project Name] as discussed. Please review it and let me know if further clarification is needed.
Regards,
[Your Name]
13. Quotation Email
Subject: Quotation for [Product/Service]
Dear [Client Name],
I have attached quotation for your request regarding [Product/Service]. Do let me know if you need any modifications.
Thank you,
[Your Name]
14. Email Asking for Feedback
Subject: Request for Feedback on [Topic]
Dear [Name],
I hope you’re doing well. Could you please share your feedback on [topic]? Your insights would be highly valuable.
Regards,
[Your Name]
15. Information Inquiry Letter Samples
Subject: Inquiry About [Topic/Service]
Dear [Recipient],
I would like to inquire about [details]. Kindly provide the necessary information at your earliest convenience.
Sincerely,
[Your Name]
16. Email of Inquiry Requesting Information
Subject: Request for More Information on [Topic]
Dear [Name],
I am reaching out to request further details about [mention the subject]. I’d appreciate your response.
Best,
[Your Name]
17. Email Asking for a Status Update
Subject: Request for Status Update on [Project/Task]
Dear [Recipient],
Could you please provide an update on the status of [mention project]? Looking forward to your response.
Regards,
[Your Name]
18. Request Email Samples
Subject: Request for [Specific Need]
Dear [Name],
I am writing to request [mention your request clearly]. Your assistance in this matter would be appreciated.
Thank you,
[Your Name]
19. Sick Leave Mail Format
Subject: Sick Leave Request
Dear [Manager Name],
I am not well and would like to request sick leave from [date] to [date]. Please let me know if you need any documentation.
Regards,
[Your Name]
20. Letter Asking for a Discount from the Supplier
Subject: Request for Discount on Bulk Order
Dear [Supplier Name],
We are going to be ordering in larger amounts, so we would need a little better price from you. Please send us your lowest rate.
Sincerely,
[Your Name]
21. Ask for a Raise
Subject: Request for Salary Review
Dear [Manager Name],
I would like to set up a time for us to meet and talk about the potential for me to receive a increase in compensation since I’ve demonstrated greater performance and taken on new responsibilities.
Sincerely,
[Your Name]
22. Email Your Boss About a Problem (Asking for Help)
Subject: Request for Assistance Regarding [Problem]
Dear [Boss’s Name],
I have an issue with \[explain your issue here] and I was hoping you could help me.
Thank you,
[Your Name]
23. Email to Schedule a Meeting
Subject: Meeting Request – [Topic]
Dear [Name],
Trust that last message met you good? I wish to arrange a meeting to speak about \[topic]. I look forward to hearing from you when you are available.
Regards,
[Your Name]
24. Work Update Email Samples
Subject: Project Update – [Project Name]
Dear [Boss/Client],
This is to inform you about the current status of [project]. We have completed [details] and are on track for the next phase.
Regards,
[Your Name]
25. Email to the Client Sharing the Status of Project
Subject: Project Status Update – [Project Name]
Dear [Client Name],
As of [date], the project is progressing as planned. Key milestones achieved include [list]. We expect to complete the next phase by [date].
Best,
[Your Name]
Additional Examples
✅ Email to Boss About Work Progress
Subject: Weekly Update – [Department/Project Name]
Dear [Manager],
Here’s a summary of this week’s progress on [project]. Please let me know if you’d like a detailed breakdown.
Regards,
[Your Name]
✅ Confirmation vs Rejection Email Samples
Confirmation
Subject: Confirmation of Your Application
Dear [Name],
We are pleased to confirm the receipt of your application. Our team will review and get back shortly.
Sincerely,
[Your Name]
Rejection
Subject: Application Status
Dear [Name],
Thank you for applying. We regret to inform you that you were not selected for the position at this time.
Kind regards,
[Your Name]
✅ Acceptance Email
Subject: Job Offer Acceptance
Dear [Hiring Manager],
Thank you for the offer. I am pleased to accept the [Job Title] position and look forward to joining [Company Name].
Sincerely,
[Your Name]
✅ “This Is to Inform You That” Letter
Subject: Important Notification
Dear [Name],
This is to inform you that [state reason: e.g., a policy change, approval, update, etc.]. Please take note accordingly.
Regards,
[Your Name]
✅ Job Rejection Email
Subject: Application Outcome – [Job Title]
Dear [Applicant’s Name],
We appreciate your interest in [Company Name]. However, we have decided to move forward with another candidate.
Sincerely,
[HR Name]
Aesthetics of a Formal Email
- Use professional fonts (Arial, Times New Roman, Calibri)
- Keep the font size readable (11–12 pt)
- Maintain left-aligned text
- Avoid emojis or unnecessary formatting
- Use proper spacing between paragraphs
How to Improve Your Email Writing Skills
- Practice writing emails daily
- Read formal email samples regularly
- Use tools like Grammarly for grammar checks
- Keep messages concise and focused
- Learn from feedback and revise accordingly
Conclusion
The importance of being able to write a formal email writing format can not be underestimated with your future career prospects, academic writing, and business success all essential for you getting ahead. Draw from the above templates to practice and gain confidence in your speech. Whether you’re a student angling for internships or a jobseeker — poor, desperate fools that we are — trying to grab the attention of potential employers, there’s so much that can go right when you send those perfect emails.
