Ever been in a position where you sent out a formal email only to discover the typos that make people question your basic writing skills?

Who are we kidding? We’ve all been there! Oh, the horror of sending a formal email with absurdly overlooked typos. 

Let’s start with the obvious: formal or business emails are poles apart from casual emails, yet most people often use elements of a casual tone without even realizing it.

Understanding a formal email format is essential for sending B2B/B2C emails so that a recipient doesn't think, 'Have we met before?'

If you’ve ever needed help with formal email formats, you’re in the right place. This blog lists 20+ formal email format examples and discusses the best practices.

20+ Formal Email Format Examples

If you are wondering, do I really need to know 20+ formal email format examples? Well, not all of them, but it does help to understand which formal email templates to use for the right occasion.

Here’s a list of 20+ formal email format types:

1. Professional introduction email
2. Sales email 
3. Prospect Follow-up Email 
4. Thank you email
5. Cold email outreach
6. Event invitation
7. Product launch
8. Feedback email
9. Job application
10. Cost estimation 
11. Quotation email
12. Business proposal
13. Affiliate partnership
14. Client onboarding
15. Guest post outreach
16. Link exchange
17. Newsletter email
18. Survey email
19. Schedule a meeting email
20. Cover letter
21. Customer Support
22. Re-engagement email
23. Confirmation email

These are the most common formal email templates used across various industries. Before we discuss each formal email template, let’s take a step back to understand what’s a formal email and how to write a formal email.

How to Write a Formal Email?

The first question you may ask is: What exactly is a formal email format? Formal emails are business communications that are typically used in professional settings, whether between colleagues, clients, or other stakeholders. 

They require a more professional tone, clarity, and structure than casual emails, which can often be informal, conversational, or even emotive.

A formal email needs to be clear, concise, and professional. The structure of a formal email is typically as follows:

1. Subject Line – A brief and clear subject that summarizes the purpose of the email.

2. Salutation/Greeting – A formal greeting (e.g., "Dear [Name]" or "To Whom It May Concern"). 

3. Opening Line – A polite introduction to the purpose of the email.

4. Body – The main content of the email, structured into clear, short paragraphs.

5. Closing Line – A polite conclusion, often thanking the recipient or offering next steps.

6. Sign-Off – A professional sign-off (e.g., "Best regards," "Sincerely").

7. Signature – Your name, title, and company details.

Note: Point 2 is becoming obsolete, and most readers don’t like “hope you’re doing well” or “how’s your day going?” as their email openers. Instead, mention something about their business or something interesting about them that would catch their attention.

By following this structure, you ensure that your formal email communicates your message professionally and leaves a positive impression.

This takes care of the basics of understanding formal email formats. Now, let’s get to the interesting part. 

We know that different occasions require different types of formal email formats. Below, we’ve compiled a list of 20+ formal email format types that you may find helpful across a variety of industries.

The list will also include examples for each type, which you can just copy and use. 

1. Professional Introduction Email

When meeting a new client or colleague, a professional introduction email is a great way to start building a professional relationship. You can introduce yourself and your role, and mention how you can work together.

Keep it short and on it. Don’t get too personal. 

Subject: Quick question about [Recipient’s LinkedIn post on X]

Hi [First Name],

I loved your take on [specific topic from their post]. At [Your Company], we help [industry] leaders [solve Y problem].

Why I’m reaching out: [Mutual Contact] suggested we connect—I’d love to share how we helped [Peer Company] achieve [result].

Got 15 minutes this week?

Best,

[Your Name]

[LinkedIn Profile Link]

2. Sales Email

A sales email is sent to potential clients or leads to introduce a product or service. This type of email should be clear, concise, and persuasive without being overly sales-driven.

Readers can see a salesy email coming from a mile away, in which case, your email will not even get an open click.

To prevent this, make sure you hook the reader from the subject line. The first line should get the recipient to read the next line and eventually take the action with your CTA.

If you follow Nick Abraham on LinkedIn, you’ll find great ideas on how to write a sales email that works.

Subject: How [Competitor] cut [X] costs by 40%

Hi [First Name],

Most [industry] teams waste ~12 hrs/week on [pain point].

We helped [Competitor] automate this with [Product], saving $200K/year.

Question: Are you using [specific tool/process] to solve this?

If not, I’d love to share a 5-minute case study.

- [Your Name]

You have to get really creative with a sales email and have to do a lot of A/B testing. 

3. Prospect Follow-Up Email

After your initial outreach or meeting, a follow-up email is essential to keep the conversation going. This email can serve as a reminder or help answer any lingering questions.

Most people miss out on prospects as they don’t send a follow-up email after a few days.  

Subject: Re: [Original Topic] + 1 idea

Hi [First Name],

Circling back—no pressure.

While researching your team, I noticed [specific insight about their company]. Here’s a tip we used at [Peer Client] to [solve related challenge].

Still open to chatting?

- [Your Name]

Follow-up emails can be for various purposes like sales follow-up email, confirmation follow-up and others. It is essential to have a clear differentiation between them and craft your email accordingly.

4. Thank You Email

Whether you're thanking someone for their time, an opportunity, or a product, a thank you email is a polite and professional gesture that can leave a positive impression. 

While it is often used in causal email setting, in this case, we are going to provide you a formal email template of a thank you email.

Subject: You saved us 10 hours last week 🙌

Hi [First Name],

The [specific solution] you suggested during our call was a game-changer. We’ve already implemented it and [specific result].

Grateful for your expertise—let me know how I can return the favor.

Cheers,

[Your Name]

5. Cold Email Outreach

This is another tricky one!

A cold email is sent to someone who has not previously interacted with you or your business. This type of email requires extremely careful crafting, as you need to grab attention without being intrusive and salesy.

This can be a mix of casual and formal email format, as cold emails are often, as mentioned earlier, a little tricky to land. So, here’s a cold email template for you:

Subject: Your [Recent LinkedIn Post] + a free tool

Hi [First Name],

Loved your take on [topic]. We built a free [tool/resource] that helps [solve the problem they mentioned].

Used by teams at [Big Brand] to [result]. Want me to send it over?

Best,

[Your Name]

This is another formal email format which requires a lot of A/B testing from the users, as what works for one person doesn’t necessarily work for another.

6. Event Invitation Email

Sending an event invitation email is essential for professional events, conferences, webinars, or workshops. 

Make sure the invitation is clear, with the event details and RSVP instructions.

Subject: Join [Name] from [Big Brand] at [Event]
Hi [First Name],
We’re hosting a private workshop on [topic] with [Speaker]. Only 20 seats left.
You’ll walk away with:

• [Actionable Tip 1]
• [Actionable Tip 2]
  [CTA: Reserve Your Spot]
  See you there,
  [Your Name]

Note: There are times when an event gets cancelled or postponed, so you have to be prepared with a backup email to guide your participants with the updated event details.

7. Product Launch Email

If your business is launching a new product or service, a product launch email is the perfect way to inform customers, prospects, and partners about the new offering.

Subject: “Finally” – [Customer Quote]
Hi [First Name],
After 6 months of testing with [Beta Client], we’re launching [Product].
It fixes [old problem] by [new solution].
Early adopters get:

• [Benefit 1]
• [Benefit 2]
  [CTA: Watch the 1-min demo]
  - The [Company] Team

8. Feedback Email

A feedback email is often sent to clients or customers to gather opinions on a product, service, or experience. It should be polite and encourage honest and constructive feedback.

Subject: 1 question about [Product/Service]

Hi [First Name],

We’re revamping [X] to [improve Y].

Quick ask: What’s the ONE thing you’d change about [specific feature]?

(Reply with a word or emoji—I’ll compile results for you.)

Thanks!

[Your Name]

9. Job Application Email

These is one of the common formal email examples where people sometimes use a casual tone. When applying for a job, a formal job application email is your chance to introduce yourself and explain why you’re a good fit for the role. Mention all the necessary criteria and a bit beyond on highlighting your skills.

Subject: [Role] applicant who [specific achievement]

Hi [Hiring Manager],

I grew [Metric] by X% at [Company] by doing [action]—exactly what your team needs for [specific goal from job post].

Attached my resume, but here’s a 2-minute Loom explaining why I’m obsessed with [Company’s Mission].

[CTA: Watch Here]

Best,

[Your Name]

10. Cost Estimation Email

A cost estimation email is sent to provide a potential client with an estimated cost for a product or service. It should be clear and precise, outlining all the necessary details.

Subject: Rough estimate for [Project Name] – $X savings
Hi [First Name],
Based on our call, here’s a ballpark estimate for [specific service]:

• Phase 1: [Task] – $X (saves ~15 hrs/month)
• Phase 2: [Task] – $Y (reduces errors by 30%)
  Note: This is flexible—let’s refine it over coffee.
  [CTA: Pick a time]
  - [Your Name]

11. Quotation Email

A quotation email offers a formal price estimate for goods or services. The email should be polite, with a clear breakdown of costs.

Subject: Your quote + 3 ways to cut costs

Hi [First Name],

Attached is your quote for [Product/Service].

Quick tip: Clients like [Peer Company] saved 20% by bundling [X] and [Y]. Want me to adjust the scope?

[CTA: Reply “Yes”]

- [Your Name]

12. Business Proposal Email

Want to collaborate/help with a business? 

A business proposal email is the perfect way to do that. It outlines the details of a business proposal, offering potential solutions or services to the recipient. It should include a clear call to action.

Subject: [Your Company] + [Recipient’s Company] = 40% faster [Result]

Hi [First Name],

We helped [Similar Company] hit [X goal] in 3 months by [specific strategy].

Attached is a 3-page proposal showing how we’ll replicate this for you.

One question: When’s a good time to walk through it?

- [Your Name]

13. Affiliate Partnership Email

If you’re looking to form an affiliate partnership with another business, a formal affiliate partnership email can introduce your idea and explain the benefits of collaboration.

Subject: Split $5K/month? 3 brands already do 🔥

Hi [First Name],

I’ve been following your work with [specific audience/niche], and I think your community would love [Your Product]—especially since it helped [Similar Influencer] earn [$X,XXX/month] in passive income last quarter.

Your turn: Promote us → Earn [X%]/sale + free swag for your followers.

Reply “Yes” for the 1-pager. No calls.

- [Your Name]

14. Client Onboarding

When welcoming a new client, a client onboarding email sets the tone for your working relationship. Include all the necessary details, resources, and expectations for the project.

Subject: Let’s get started 🚀 + next steps
Hi [First Name],
Excited to work together! Here’s your 30-second roadmap:

1. Kickoff Call: [Date] – We’ll finalize [X].
2. Access: You’ll get login details by [Date].
3. Milestone 1: [Deliverable] by [Date].
   [CTA: Confirm your availability]
   - [Your Name]

15. Guest Post Outreach

A guest post outreach email is used when requesting to write for another blog or publication. This email should be respectful, with a pitch for your guest post.

Subject: “Your piece on [Topic] inspired this draft”

Hi [First Name],

Loved your article about [topic]. I wrote a complementary piece on [specific angle] with actionable tips from our work at [Company].

Can I send it over? (No pressure to publish!)

- [Your Name]

16. Link Exchange

If you’re proposing a link exchange to another business, a link exchange email should clarify the mutual benefits and how the partnership can add value.

Subject: Swap traffic? Your [X] + our [Y]

Hi [First Name],

Your guide to [Topic] is 🔥. We’ve got a viral post on [Related Topic] with 10K+ monthly readers.

Want to cross-link? Let’s boost SEO for both of us.

- [Your Name]

17. Newsletter Email

A newsletter email provides subscribers with updates, news, or valuable content. Keep it professional while ensuring that the content is engaging.

Subject: “I wish I knew this sooner” – [Customer Name]
Hi [First Name],
This month’s top takeaways:

• Hack: How [Peer Company] cut costs with [Tip].
• Trend: Why [X] is replacing [Y] in 2024.
• Free Tool: [Resource] to automate [Task].
  [CTA: Read in 3 minutes]
  - [Your Name]

18. Survey Email

A survey email is sent to clients or customers asking them to participate in a survey. Be polite and respectful, and offer incentives when possible.

Subject: 1-click feedback = 

10Starbucks∗Hi[FirstName],∗We’regiving

10Starbucks∗Hi[FirstName],∗We’regiving10 coffee credits for honest feedback.

Question: What’s the one thing we should improve?

[✅ Great] [😐 Meh] [🔥 Needs work]

Reply with an emoji!

- [Your Name]

19. Schedule a Meeting Email

A schedule meeting email is used to request a meeting with a client, partner, or colleague. Be clear about the proposed time and purpose of the meeting, and mention you would be open to scheduling changes to make it easier for the other person.

Subject: Does [Date] work? 3 slots left
Hi [First Name],
I’ve got 3 openings next week to discuss [Topic]:

• Tue 2 PM
• Wed 10 AM
• Thu 4 PM
  [CTA: Grab your slot]
  - [Your Name]

20. Cover Letter Email

When sending a cover letter, be sure to attach the document and introduce yourself in the body of the email. Mention why you are applying for the job and how your skills align with the position.

Subject: Applied for [Role] – Here’s why I’m obsessed
Hi [Hiring Manager],
I’ve spent 100+ hours studying [Company]’s [specific product/campaign].
Attached my resume, but here’s the TL;DR:

• Scaled [Metric] by X% at [Company].
• Built [Project] that solved [Problem].
  [CTA: Let’s chat]
  - [Your Name]

21. Customer Support Email

Customer support emails are used to assist customers with questions, complaints, or troubleshooting. Ensure the tone is helpful, empathetic, and solution-oriented.

There are times when the exchange gets heated due to customer frustration, but the tone should always remain professional and empathetic.

Subject: Fixed! Your [Issue] is resolved ✅

Hi [First Name],

We’ve patched the bug causing [Issue].

Compensation: Here’s a $20 credit for the hassle.

Next steps: [Action] to prevent future issues.

Still stuck? Reply now—I’m online.

- [Your Name]

22. Re-engagement Email

A re-engagement email is sent to clients or customers who have become inactive. The goal is to rekindle the relationship and encourage them to engage again.

Subject: We miss you 😢 Here’s $50
Hi [First Name],
Noticed you haven’t logged into [Product] since [date].
Two options:

1. Let me refund your last payment.
2. Let me send you a personalized walkthrough to fix [common issue].
   Your call.
   - [Your Name]

23. Confirmation Email

Confirmation emails are, well, to confirm an action, such as a reservation, order, or subscription. These emails should be clear and contain all relevant details for the recipient to take the next steps.

Subject: You’re in! Next steps for [Event/Order]
Hi [First Name],
You’re officially registered for [Event].
What’s next:

• Prep: [Action] by [Date].
• Access: Log in here at [Time].
• Bonus: [Resource] to maximize your experience.
  See you there!
  - [Your Name]

All these formal email format templates are a good starting point, and it's recommended that you always A/B test with subject lines, body, and CTA.

A/B testing is one of the essential components of every email, and it becomes easier with the right email marketing tool that offers this feature. 

Smartlead is one such email marketing platform that comes with a myriad of features like multi-channel outreach, inbox placement test for email deliverability, including A/B testing. Their spintax options allow users to experiment with various copies. Also, did I mention the tool generates AI copies for you?

Best Practices on How to Write Formal Emails

Writing a formal email isn't just about using the correct formal email format and sounding professional—it's about clarity, intent, and leaving the right impression. 

Whether you're sending a professional introduction email, a client proposal, or using any of the above formal email formats, the way you structure and write your email can significantly affect how your message is received. 

Here are some tried-and-tested best practices to follow when composing formal emails:

1. Use a Professional Email Address

This is such a common issue. Many users start with their personal emails which quickly gets blacklisted without proper email warmup and setup.

It is always recommended to use a professional or company-associated email domain (e.g., jane.doe@yourcompany.com) instead of a personal one, such as janedoe123@gmail.com. 

This immediately builds trust and helps avoid being flagged as spam.

2. Craft a Clear and Specific Subject Line

Your email subject line sets the tone for the email. It should be brief, informative, and relevant to the recipient. Avoid vague phrases like “Quick Question” or “Follow-up.” Instead, use specific lines like:

• “Proposal for Q3 Marketing Collaboration”
• “Request for Feedback on Project X”
• “Introduction: [Your Name], Business Development at [Company]”
  

Clear subject lines improve open rates and help the recipient understand the email's purpose before even clicking.

3. Use the Right Salutation

Start your email with a respectful greeting. If you know the recipient’s name, use:
“Dear Mr./Ms. [Last Name],”
Avoid overly casual greetings like “Hey” or “Hi [First Name]” unless you have an existing relationship or know the recipient prefers an informal tone. For unknown contacts or group addresses, use:
“To Whom It May Concern,” or “Dear Hiring Manager,”

4. Keep the Tone Polite and Professional

Maintain a respectful tone throughout the email, even when delivering criticism or raising concerns. Avoid using slang, abbreviations (e.g., “u,” “pls,” “ASAP” unless appropriate), or emojis. A calm, composed tone helps maintain professionalism, especially in sensitive discussions.

5. Write a Strong Opening Line

Get straight to the point while still being polite. Introduce yourself if needed, then state the reason for your email. For example:
“My name is Alex Johnson, and I’m reaching out to explore partnership opportunities between our two companies.”

6. Be Clear, Concise, and Purpose-Driven

Formal emails should respect the recipient’s time. Avoid long-winded explanations. Break content into short, logical paragraphs. Use bullet points or numbered lists when sharing multiple items. Aim for a readable structure:

• What is the purpose of the email?
• What does the recipient need to do?
• What are the next steps?
  

7. Use Formal Formatting

Use standard fonts like Arial, Calibri, or Times New Roman in a readable size (10pt–12pt). Avoid excessive bold, italics, or colors. Align your text to the left and include proper spacing between paragraphs.

8. Add a Polite Closing Statement

Wrap up your message with gratitude or a polite call to action. Examples:

• “Thank you for your time and consideration.”
• “Looking forward to your response.”
• “Please let me know if you need any additional information.”

9. Choose a Professional Sign-Off

Your closing line should match the tone of your email. Use sign-offs like:

• “Sincerely,”
• “Best regards,”
• “Kind regards,”
• “Respectfully,”

Avoid informal farewells like “Cheers” or “Take care” unless it fits the relationship.

10. Include a Detailed Email Signature

Your email signature should include your:

• Full name
• Job title
• Company name
• Company website
• Phone number (if applicable)
• LinkedIn profile (optional, but helpful in B2B emails)

Example:
Jane Smith
Senior Marketing Manager | XYZ Inc.
www.xyz.com | jane.smith@xyz.com | +1 (123) 456-7890

11. Proofread Before Sending

Always double-check your grammar, spelling, and punctuation. Use tools like Grammarly, Hemingway Editor, or built-in spell checks in Gmail or Outlook. Read your message aloud to catch awkward phrasing or unclear language. One typo can reduce the perceived professionalism of the entire email.

12. Attach Files Properly and Mention Them

If you’re including attachments, reference them in the body of the email (e.g., “Please find attached the Q2 proposal document”). Double-check that the correct files are attached before sending.

13. Avoid Using Caps Lock or Excessive Punctuation

Writing in all caps (e.g., “PLEASE RESPOND ASAP!!!”) can come off as shouting. Similarly, overusing exclamation points can make your message seem unprofessional. One is enough, if needed.

14. Be Mindful of Cultural and Language Differences

If you’re emailing internationally, be sensitive to different communication styles and language fluency. Use simple, clear English and avoid idioms, slang, or culturally specific references.

15. Respond Promptly to Follow-Ups

Professional communication is two-way. If someone replies to your email, try to respond within 24–48 hours. Delayed replies, especially in B2B contexts, can stall business decisions or harm your brand’s credibility.

By applying these best practices consistently, you’ll ensure that your formal emails reflect professionalism, credibility, and clarity—whether you’re writing to a new lead, a client, your boss, or a potential hire. Proper email etiquette can make or break first impressions, and in today’s fast-paced business world, a well-written email often becomes your calling card.

Conclusion

We’ve shared quite a few formal email examples that many businesses use every day, and each of these email templates can be customized based on your requirements. 

To sum it up, always keep your email short, unless it’s required to be descriptive for formal email formats. 

The best advice for cold email outreach or sales email templates we can offer is to keep the content skimmable, as this ensures your email gets read, or at the very least opened.

Follow the best practices and use the right email marketing tool for your business. We recommend Smartlead as it’s a perfect email outreach platform, whether you're doing formal email or casual.

Their master inbox, SmartDelivery test, and SmartServer infrastructure are just a few features that boost your email deliverability. Check out their 14-day free trial to test it for your business.