How to Write a Formal Email

A formal email has five parts: a clear subject line, a polite greeting, a short body that states your purpose, a courteous closing, and your name and signature. The goal is to be clear and respectful in as few words as possible. Whether you're applying for a job, asking for leave, or making an enquiry, the same simple structure works every time.

The five parts of a formal email

1. Subject line — a short summary of what the email is about.
2. Greeting — "Dear Sir/Madam," or "Dear Mr Sharma,".
3. Body — 2 to 4 short paragraphs stating your purpose and details.
4. Closing — "Regards," or "Yours sincerely,".
5. Signature — your full name, and phone number if useful.

Write a strong subject line

The subject tells the reader what to expect. Keep it specific:

• Good: "Application for Data Entry Operator Position"
• Good: "Leave Request for 22–23 July"
• Weak: "Hi" or "Important" (too vague)

Keep the body clear

• Open with your purpose in the first line: "I am writing to apply for…".
• Give the needed details in short paragraphs.
• End with what you want to happen: "I have attached my resume for your review."

Avoid slang, emojis and long rambling paragraphs. One idea per paragraph.

Example 1: Job application email

Subject: Application for Data Entry Operator Position

Dear Sir/Madam,

I am writing to apply for the Data Entry Operator position at your company. I have completed the ADCA course and can work with MS Excel, Word and Tally, with an English typing speed of 40 WPM.

I have attached my resume for your review. I would welcome the chance to discuss how I can contribute to your team.

Regards, Rahul Verma 98xxxxxxxx

Example 2: Leave request email

Subject: Leave Request for 22–23 July

Dear Mr Sharma,

I would like to request two days' leave on 22 and 23 July for a family function. I will complete my pending work before I leave and can be reached on my phone if needed.

Kindly approve my leave. Thank you.

Regards, Neha Sharma

Formal vs casual, at a glance

Pro tips

• Fill the "To" address last, so you don't send an unfinished email by accident.
• Attach files before writing "please find attached", so you don't forget the attachment.
• Read it once before sending. A quick check catches most mistakes.

Common mistakes

• A vague or missing subject. The reader may ignore or miss it. Always add a clear subject.
• Too casual. Slang and emojis look unprofessional in a work or job email.
• Forgetting the attachment. If you mention a resume, actually attach it.
• No name at the end. Always sign off with your full name.

Key takeaways

• A formal email has a subject, greeting, body, closing and signature.
• State your purpose in the first line and keep it short.
• Use polite language; no slang or emojis.
• Check the email and attachments before sending.

Practice task

Write a formal email requesting information about a course. Use a clear subject, a proper greeting, two short paragraphs, and a signature. Read it once, then imagine you're the reader: is your purpose obvious in the first line?

Learn practical computer and communication skills in the Basic Computer Course (BCC) at HCI.