How to Write a Formal Email in English (with examples)

A well-written formal email tells the reader you are professional, organised, and worth their time. It uses a clear subject line, an appropriate greeting, a structured message, and a polite sign-off. This guide walks through every part of a professional email in English, with phrasing you can copy and adapt for business, academic, and government settings in the UAE.

Email format at a glance

What we'll cover

• The 6 parts of a formal email
• How to write a subject line that gets opened
• How to start a professional email (greetings + opening lines)
• Writing the body: clarity, tone, and structure
• How to close a formal email politely
• 5 common mistakes to avoid
• 3 ready-to-use examples (job application, business request, follow-up)

Formal email format: the 6 essential parts

Every formal email format follows the same skeleton. Once you know the pattern, you can write a clear, polite email in any business or academic context.

1. Subject line: short (5-8 words), specific, and action-oriented.
2. Greeting: formal ("Dear Mr. Ahmed," / "Dear Hiring Manager,").
3. Opening line: state who you are or refer to a previous message.
4. Body: 1-3 short paragraphs. One idea per paragraph.
5. Closing line: a clear next step or polite request.
6. Sign-off: formal ("Kind regards," / "Yours sincerely,") + your full name.

How to write a subject line that gets opened

The subject is the only thing the reader sees in their inbox. Keep it specific and self-contained.

How to start a professional email

Open with a formal greeting, then a sentence that gives the reader context. Avoid jumping straight into your request.

Greetings (formal → less formal)

• Most formal: "Dear Mr. Ahmed," / "Dear Ms. Al-Hashimi,"
• Unknown recipient: "Dear Hiring Manager," / "Dear Customer Service Team,"
• Acceptable in business: "Dear Mohammed,"
• Avoid in formal email: "Hi," / "Hey," / "Hello there,"

Opening lines that work

• "I hope this email finds you well." Safe and universal.
• "Thank you for your prompt reply yesterday." Refers back to previous contact.
• "I am writing to enquire about…" Direct opening for a specific request.
• "I am writing in reference to invoice INV-2026-118." Uses a reference number.
• "My name is Sara Khan and I am applying for…" For cold applications.

Writing the body: clarity, tone, and structure

A formal email body should be short: ideally three short paragraphs.

• Paragraph 1: Why you're writing. One sentence stating your purpose.
• Paragraph 2: Details. The information the reader needs to act: dates, references, attachments.
• Paragraph 3: The ask. A clear, polite request with a specific next step.

Use modal verbs to soften requests: "Could you please…?" sounds more professional than "Send me…". Avoid contractions ("do not" instead of "don't") and avoid emoji or exclamation marks unless the reader has used them first.

How to close a formal email politely

End with one polite sentence, then a sign-off, then your full name and (if relevant) your title and company.

5 common mistakes to avoid

1. Writing one long paragraph. Break the body into 2-3 short paragraphs so the reader can scan.
2. Using "Dear Sir/Madam" when you know the name. Take 30 seconds to find the recipient's name on LinkedIn or the company website.
3. Forgetting the attachment. If you mention an attachment, attach it before you click Send.
4. Apologising too much. "Sorry to bother you, but…" sounds insecure. State your request directly.
5. Using ALL CAPS or multiple exclamation marks. They read as shouting in formal contexts.

Official email format: 3 ready-to-use examples

Example 1: Job application

Subject: Application for Marketing Coordinator role, Sara Khan

Dear Hiring Manager,

My name is Sara Khan and I am writing to apply for the Marketing
Coordinator position advertised on your careers page on 12 June.

I have three years of digital marketing experience in the UAE,
most recently at Acme Group, where I led the campaign that grew
qualified leads by 40% in 2025. I have attached my CV and a one-page
portfolio for your review.

I would be grateful for the opportunity to discuss how my
experience could support your team. I am available for a call any
afternoon next week.

Thank you for your time and consideration.

Kind regards,
Sara Khan
+971 50 123 4567

Example 2: Business request

Subject: Request for invoice reference INV-2026-118

Dear Mr. Ahmed,

I hope this email finds you well. I am writing in reference to
invoice INV-2026-118, dated 1 June 2026.

Could you please share a copy of the original PO and confirm the
expected payment date? Our finance team needs both before they can
release the payment this month.

I look forward to your reply.

Kind regards,
Mohammed Al-Hashimi
Procurement Manager, Brightline LLC

Example 3: Follow-up after a meeting

Subject: Follow-up, Brightline pricing discussion, 14 June

Dear Ms. Al-Hashimi,

Thank you for the time on Tuesday. As discussed, I have attached
our revised proposal with the volume discount applied for orders
above 500 units.

Please let me know if you would like to schedule a short call this
week to walk through the changes.

Kind regards,
James O'Connor
Account Director, Acme Group