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. Careful email writing is crucial in professional contexts, as even small mistakes can impact your credibility and effectiveness.

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. Here are a few formal email writing examples can significantly enhance your professional life by improving your communication skills and helping you build stronger business relationships.

What Makes an Email “Formal”?

Good professional emails deliver your message clearly and politely. They show you’re organized and serious. Mastering email writing is a simple step that pays off in better connections and more positive responses.

A professional email sticks to a structured format, starts with a proper greeting, and maintains a professional tone throughout. Unlike casual or personal emails, formal ones demonstrate respect for the reader and importance of your message.

Using a consistent format with c subject lines, concise paragraphs, and polite sign-off, ensures your message is read, understood, and acted on.

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 a professional setting, whether between colleagues, clients, or other stakeholders.

Professional email templates require a more precise tone, clarity, and structure than casual emails, which can often be informal, conversational, or even emotive. Following professional email etiquette is essential to ensure your message is respectful, clear, and appropriate for the professional context.

A formal email needs to be clear, concise, and professional. The structure of a formal email is typically as follows, and it is important to follow a professional email format to maintain clarity and professionalism:

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, use formal language and choose the appropriate formal version of language based on the recipient. Mention something about their business or something interesting about them that would catch their attention.

20+ Formal Email Examples for Every Occasion

We know that different occasions require different types of email formats. Below, we’ve compiled a list of 20+ 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 communication email is a great way to start expand your professional network. You can introduce yourself and your role, and it's important to address the recipient's name in your greeting to personalize the email and make a direct connection.

Keep it short and on it. Don’t get too personal when building a professional relationship.

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,

[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. Always ensure your sales email contains an actionable message so the recipient knows exactly what to do next.

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.

If you need guidance on how to structure your message, a reminder email sample can be a useful template for scheduling or follow-up purposes.

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

If you're unsure how to phrase your message or make it stand out, tools like WritePaper can help draft professional follow-ups that maintain clarity and tone without sounding pushy.

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 and your continued support—let me know how I can return the favor.

Cheers,

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. Making your cold outreach feel like a personal email can significantly increase engagement, as recipients are more likely to respond to messages that feel individualized and direct.

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?

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. If your recipients need further details, let them know you are happy to provide additional information.

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,

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 and ensure everyone is on the same page.

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

For more updates or to share the news, follow us or connect through our social media links.

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]?

Please [insert link] to our quick feedback survey or reply with a word or emoji—I’ll compile results for you.

Thanks!

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. Be sure to reference the specific job posting you are applying for to show your interest and relevance.

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]. I am excited to apply for this position as advertised in your recent job posting, and my experience aligns well with the requirements listed.

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

[CTA: Watch Here]

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%)

Please find the official pricing quote attached for your review.

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

Sending quotation email dear [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]

Proposal submission email dear [Recipient 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 [business name] in the [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. Make sure to provide your contact details for any questions or further assistance.

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]

If you have any questions, feel free to reach out to me at [Your Contact Details].

- [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. Be sure to mention your ability to write a professional article tailored to their audience.

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]. I can write a professional article that aligns with your publication’s standards.

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. If you are sending the email to multiple recipients, make sure to address the group appropriately with a professional and inclusive greeting.

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. Crafting an effective email message is essential to capture your subscribers' attention and encourage them to read further.

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. If you have any questions about the survey, please reach out to our contact email at contact@email.com.

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 that you would be open to scheduling changes to make it easier for the other person. If none of the proposed times work, you can also offer to arrange a quick call to discuss the details at their convenience.

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. It is important to address your email to the right person, such as the hiring manager or HR, to ensure your message is received and considered during the interview process. Alternatively, you can include the cover letter directly in the body of the email for simplicity. After submitting your application, be prepared to follow up or send a thank you email after a job interview.

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 Apology Mail

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

If the issue caused significant inconvenience, consider sending an apology letter to formally acknowledge the mistake and demonstrate accountability.

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]

Email Structure and Components

A messy business email can hurt your chances before you even hit send. That’s why a clean, well-structured formal email format matters. Every little part—from your subject line to your sign-off—helps your message land the right way. It’s not just about looking professional; it’s about being clear, easy to act on, and respectful.

Let’s walk through the key elements that define strong formal email examples.

Key Elements of a Formal Email

1. Subject Line: Start with a clear subject line that summarizes the purpose of your email. A good subject line grabs attention and sets expectations for the entire message.
2. Greeting: Use a formal greeting, addressing the recipient by their job title and last name when possible (e.g., “Dear Mr. Smith”). This shows respect and professionalism.
3. Body: Structure the body of your email with a brief introduction, the main message, and a concise conclusion. Use short paragraphs and bullet points to make your content easy to read.
4. Signature: End with a professional signature that includes your full name, job title, company name, and contact details. This makes it easy for the recipient to identify you and respond.
5. Tone: Maintain a professional tone throughout your email. Be polite, direct, and avoid slang or overly casual language.
6. Language: Use precise and concise language to ensure your message is clear and free from ambiguity.
7. Format: Stick to a standard format with proper headings, paragraphs, and bullet points for readability.

Stick to these basics and you’ll be sending emails that actually get read—and get results. A clear, well-structured email shows you mean business and makes sure people take your message seriously.

📩 FAQ: How to Write Formal Emails That Actually Get Read

Q1: Why is it important to use a professional email address?

Using a personal email like cooldude47@gmail.com might get your message flagged as spam. A professional email address (e.g., you@companyname.com) builds trust and improves email deliverability. It also reflects positively on your company and shows you’re serious.

Q2: What makes a good subject line for a formal email?

A clear subject line sets the tone and helps your email stand out. Be specific, not vague. Instead of “Quick question,” try:

• “Request for Feedback on Website Audit Project”
• “Proposal: Website Audit Services for Q3”
• “Professional Introduction: [Your Name], [Role] at [Company]”

Q3: How should I start a formal email?

Always use a respectful salutation. Go with:

• “Dear Mr./Ms. [Last Name]”
• “Dear Hiring Manager”
• “To Whom It May Concern” (if you’re unsure)
• For specific use cases, try:
• “Client Dear” for proposals
• “Job Interview Dear” when following up after interviews
• “Manager Dear” in formal apology emails
• “Project Update Dear Mr” for client communications

Q4: What’s the ideal tone for a professional email?

Keep it polite and professional. Avoid slang, emojis, or shorthand like “u” or “pls.” Even when delivering criticism or filing a complaint (e.g., “Complaint Dear”), stay respectful and solution-oriented.

Q5: How do I write a strong email subject line?

Start with a quick intro and get to the point. Example:

“My name is Alex Johnson, and I’m reaching out to discuss a potential website audit collaboration.”

Q6: How do I keep my apology letter concise but effective?

Focus on clarity and structure. Use short paragraphs and bullets if needed. Think:

• What’s the purpose of this email?
• What does the recipient need to do?
• What’s next?

Q7: What does proper email formatting look like?

Use clean, readable fonts like Calibri or Arial (10–12pt). Left-align your content, avoid flashy colors, and keep formatting minimal. This is especially important in formal letter formats like appreciation or apology letters.

Q8: How should I close a business email?

End with a polite closing line, like:

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

Q9: What are some useful email sign-offs?

Use:

• “Sincerely”
• “Best regards”
• “Kind regards”
• “Respectfully”
• Avoid informal ones like “Cheers” or “Take care” in professional settings.

Q10: What should I include in my email signature?

Your email signature should have:

• Full name
• Job title
• Company name
• Website
• Email address
• Phone number
• LinkedIn (optional)

Q11: How important is proofreading?

Super important. A single typo can kill your professional tone. Use tools like Grammarly or read your email aloud. If you’re applying for a job posting, small errors leave a big impression.

Q12: What if I’m attaching files?

Mention the attachment in your message (e.g., “Please find attached the website audit proposal.”). Double-check the file before sending.

Q13: Should I avoid caps or excessive punctuation?

YES. Writing in all caps or using multiple exclamation marks (e.g., “PLEASE RESPOND ASAP!!!”) comes off as aggressive. One exclamation is plenty, if any.

Q14: What if I’m emailing someone from another culture or country?

Be mindful of cultural and language differences. Use simple English, avoid slang, and stay polite. What feels casual to you may feel rude elsewhere.

Q15: How fast should I respond to emails?

Ideally within 24–48 hours. A delayed reply, especially in B2B emails, could stall a deal or make you look unresponsive. Continued support starts with showing up on time.

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.

‍