Best Email Format Sample: Expert-Approved Templates for 2025

Crafting the perfect email is an important skill in today’s professional world. First impressions often happen in the inbox. Whether you’re applying for a job, reaching out to a client, or communicating with colleagues, using the right email format can make a big difference in how your message is received. A well-structured email shows your professionalism and improves your chances of getting a quick and positive response.

In this guide, you’ll find email format samples, practical writing tips, and real-world examples to help you communicate effectively in any situation. Based on industry best practices and years of experience, we’ll show you how to structure your emails for clarity, impact, and trustworthiness. Whether you’re a student, job seeker, or working professional, this article will give you the tools you need to make every email count in 2025 and beyond.

What is a formal email?

A formal email is a type of email used for professional communication or official purposes. It is typically employed in communication between colleagues, clients, or superiors within a business or professional setting. Formal emails are characterized by their professional tone, language, and format, which are designed to convey respect, courtesy, and expertise.

Step-by-Step Guide to Writing a Formal Email

Step 1: Use a Professional Email Address

• Emphasize the importance of using an email address that reflects professionalism, ideally comprising one’s full name.

Step 2: Craft a Clear and Concise Subject Line

• A guide on writing subject lines that accurately summarize the email’s purpose.

Step 3: Begin with an Appropriate Salutation

• Instructions on choosing the correct greeting based on the recipient’s identity and relationship.

Step 4: Write a Brief Introduction

• Advise on introducing oneself and stating the purpose of the email succinctly.

Step 5: Develop the Main Body Content

• Tips on organizing information logically, using clear language, and maintaining a professional tone.

Step 6: Conclude with a Polite Closing

• Suggestions for appropriate closing phrases and reiterating key points.

Step 7: Add a Professional Signature

• Instructions on including contact information and any relevant titles or affiliations.

Components of an Email Format

1. Email Subject Line

An email subject line informs the recipient about the specific contents of an email. It is the single, most important thing in email writing because someone opens a mail or not, depending on it. Moreover, a good, crisp, clear, and to-the-point subject line is a priority email component. Hence, it will compel and coerce the recipient to read it. A subject line depends on the content and purpose of the sender.

• The subject line in a formal email should be short. Ideally, it is supposed to be six words or one line at the most.
• Engaging and Informative words are kept at the beginning of the subject line.
• The subject line has to be direct and straightforward to the point.

Some examples of perfectly written subject lines –

2. Salutations

Salutation in an email format is a means to greet someone before starting to talk about the main subject. Besides, it varies from person to person, depending on the relationship one has with the recipient. Various options are available depending on the individual’s level of formality with the receiver. Therefore, it may begin with a simple ‘Hi’ preceding the name, or a more formal one like ‘Dear Madam/Sir’, ‘Dr. XYZ’ or ‘Professor XYZ.’

• Salutations should always be respectful. Also, it should never be skipped or omitted while writing an email.
• Avoid using nicknames, first names, or only surnames in a salutation.
• Use a colon instead of a comma after the salutation in an extremely formal setting.
• When the sender is unfamiliar with the recipient’s name, salutations like ‘To Whom It May Concern’ or simply ‘Dear Madam/Sir’ must be used.

3. Email Body

The body states what the email is talking about. Here, the sender crafts all the points or information they want to present to the recipient. Hence, it is a vital part of an email format. When writing an email to a stranger, a brief introduction must be provided in the body to get to the main topic immediately. The body in a format states the purpose of the sender. Moreover, the body should be short and simple without extra, ambiguous information. An email is not the place to have lengthy, continuous conversations.

Structuring the email body like a cover letter can be beneficial when applying for jobs. This includes using formal language, personalizing the salutation, and showcasing relevant qualifications to stand out to hiring managers.

• It is a good habit to use a standard font size and style in the format. Also, before sending the email, the sender should do final proofreading, spell check, and grammar check.
• Avoid using any cliched terms and repetition of words in the email format.
• A positive approach and tone should be maintained throughout the body, even when rejecting any job offer or salary hike request.
• One email should contain only one topic. Suppose a sender wants to discuss two issues with the same recipient. Then, write two separate emails stating the subject. As a result, this makes it convenient for the recipient to understand and reply efficiently on two different topics.
• Discuss the importance of maintaining a formal tone, avoiding slang, and using an active voice.
• Emphasize the need for clear, concise sentences and for avoiding unnecessary jargon.
• I recommend using short paragraphs and bullet points for better readability.

4. Email Tone

The tone of your email can determine how the recipient will interpret your message. A negative or aggressive tone can create a hostile environment and make the recipient defensive, whereas a positive and friendly tone can make the recipient feel valued and appreciated. Your tone can also help to establish a professional relationship with the recipient, especially if you’re communicating with them for the first time.

In contrast, informal email writing is more relaxed and used for personal correspondence, lacking the strict rules of formal email writing.

5. Email Closing

Email closing is a crucial component of the email format. Here, the sender has to end his email respectfully after stating the matter earlier in the body. Also, the email closing tells the recipient what’s next. It includes a final call to action, wishing them luck and success or wanting a favor regarding something. Any of these have to be stated respectfully and formally. Similarly, the best way is to get cordial at the end and provide a brief salutation to finish. Another way to form an email closing can be to end on a friendly note, showing one wants to keep in touch with the recipient.

• The email closing should support the email format and the nature of the content.
• If the email is long, reiterate the primary concern, request, or issue to emphasize.

6. Formatting Best Practices

Font Selection:

• Use standard fonts like Arial or Times New Roman at a readable size (e.g., 12pt).

Alignment and Spacing:

• Recommend left-aligned text with appropriate spacing between paragraphs.

Use of Lists:

• Encourage the use of bullet points or numbered lists to organize information.

6. Show Gratitude

It’s important to show gratitude in your emails, especially when someone has done something for you or has provided you with information. Adding a simple “thank you” to your message can make the recipient feel appreciated and valued, helping to build a positive relationship between you and the recipient. Incorporating a thank you message in your email signature is also a good practice to show appreciation.

• Keep your thank you message concise and sincere. Avoid using generic or impersonal phrases.
• If possible, mention the specific reason for your thank you message. This can help to show the recipient that you value their contribution.

7. Handling Attachments and Follow-Ups

Attachments:

• Provide guidelines on naming files appropriately and mentioning attachments within the email body.

Follow-Up Emails:

• Offer advice on when and how to send follow-up emails if no response is received.

7. Mention a Call to Action

A call-to-action (CTA) is a statement encouraging the recipient to take a specific action, such as replying to your email or clicking a link. Including a clear CTA in your email can help ensure that the recipient understands what you want them to do and prevent any confusion or misunderstandings. Make sure your CTA is clear and concise, and it’s always good to follow up after sending an email with a CTA.

• Keep your CTA clear and concise. Avoid using vague or ambiguous language.
• Use action-oriented language to encourage the recipient to take action. For instance, instead of saying, “Let me know if you’re interested,” say, “Please reply to this email with your availability.”
• If you don’t receive a response after sending an email with a CTA, follow up. This can help ensure that the recipient didn’t miss your CTA or forget to respond.

8. Signature

An email format ends with the last component called a signature. These are the final words to denote the recipient, along with your name and credentials. A well-formed signature is sure to leave an impression on the reader.

Signatures should be simple words conveying respect toward the recipient. Some individuals design their signatures to make them look attractive and practical. The email signature should look visually appealing and well organized. Hence, if the signature is memorable and aesthetic, it will earn extra credit points from the recipient.

• It consists of the sender’s name and contact details preceded by a polite phrase to denote the recipient.
• A signature should include the full name when writing an email to a person for the first time.
• Avoid using any flashy signature to end the email.

Comprehensive Breakdown of a Formal Email Structure

A conventional email format typically includes a subject line, greeting, body (containing the introduction, details, and conclusion), closing, and signature. Likewise, professional emails include an effective subject line that is both informative and clear, a formal greeting (e.g., “Dear Mr./Ms [Last Name]), and a closing (e.g., ” Sincerely, [your name]).
Here is an enlarged version:

1. Subject Line
   • Make it brief and informative, letting the recipient know the email’s purpose.
   • Stay away from unhelpful subject lines or generic ones.
2. Greeting
   • Use a professional salutation like “Dear Mr./Ms. [Last Name].”
   • If you don’t know the person’s name, you can use “Dear [Title]” (i.e., Dear Hiring Manager) or “To Whom It May Concern.”
3. Body
   • Introduction: Briefly state the reason for the email. If you have not previously communicated with the person, introduce yourself.
   • Details: Provide the meat of the email: the information or request you are making. The body should be clear, concise, and easy for the recipient to follow.
   • Conclusion: Recap your main ideas or state what you want from the conversation.
4. Closing
   • You will use a closing phrase, even an informal email (e.g., “Yours sincerely,” “Best Regards,” or “Thank you”).
   • After your closing phrase, use your name, title, and additional contact information.
5. Signature
   • You may include your name and title (if applicable) and contact information such as a phone number or email.

Other Tips:

• Proofread: Always check carefully for spelling and grammatical errors before sending.
• Be Professional: Use clear, to-the-point language, and avoid slang or language that is too casual for the email.
• Be Brief: Be mindful of the reader’s time by keeping it concise.
• Attach documents: If you need to add documents, mention them in your email and double-check that they are attached before sending it.

You can also read our Blog on how to write a bona fide certificate.

How Are Formal and Informal Emails Different?

Choosing the right tone and format in your email depends mainly on your relationship with the recipient and the purpose of your communication. While formal emails are rooted in professionalism and structure, informal emails offer a relaxed and personal touch. Here’s a detailed comparison to help you decide which approach is appropriate for different scenarios:

Aspect	Formal Email	Informal Email
Recipient	Professionals, clients, professors, officials, or unknown contacts	Friends, family, close colleagues, and personal acquaintances
Tone	Polite, respectful, and professional	Casual, friendly, and conversational
Structure	Introduction → Body → Conclusion	Flexible; may or may not follow a structured format
Formatting	Standard font, proper alignment, clear paragraphing	Varies based on personal preference
Grammar & Language	Correct grammar, formal language, no slang or abbreviations	Conversational, includes slang, emojis, and abbreviations
Purpose	Sharing information, making requests, giving updates, or professional networking	Sharing personal news, social conversations, and friendly check-ins
Length	Concise and to the point (1–2 paragraphs usually)	Can vary—short or long depending on the relationship and content
Use of Sign-off	Required; includes full name, job title, and contact details	Optional; may end with first name or a casual phrase
Attachments	Used with a clear mention in the body and properly named files	Rarely used or casually referenced
Follow-Up	Often followed by a reminder or polite check-in if no response is received	Informal or optional; usually only if there’s a close connection

Common Mistakes to Avoid in Formal Emails

Avoiding Informal Language:

• Highlight the importance of steering clear of colloquial expressions.

Proofreading:

• Stress the necessity of checking for grammatical errors and typos.

Clarity:

• Warn against ambiguous statements and encourage specificity.

Cultural Considerations in Email Communication

Understanding Cultural Norms:

• Discuss how cultural differences can affect email etiquette and expectations.

Language Sensitivity:

• Advise on being mindful of language that may be interpreted differently across cultures.

Email Format Samples

Some functional format samples used for different purposes are discussed –

1. Email Format for Requests

2. Email Format for Complaint or Query

3. Meeting Request Email

Bonus Tip – A formal complaint should be professional in tone but strongly worded and criticized adequately. The content should not be dramatic and undignified. Improving your email writing skills can help you craft clearer and more effective complaints or queries.

Bonus Tip – It’s vital to be clear with the request asap. Follow it with a legitimate reason to make the request sound stronger. Maintaining professionalism in professional emails is crucial when making such requests.

More Examples

Example 1

Example 2

Formal Vs Informal Email

Aspect	Formal Email	Informal Email
Purpose	Used for professional, academic, or official communication.	Used for casual, personal, or friendly communication.
Recipient	Boss, client, professor, or official authority.	Friends, family, or close colleagues.
Tone	Polite, respectful, and professional.	Friendly, relaxed, and conversational.
Salutation	Uses casual greetings like “Hi [Name]” or “Hey [Name].”	Uses casual greetings like “Hi [Name]” or “Hey [Name]”.
Structure	Uses formal greetings like “Dear [Name]” or “Respected [Name].”	Less structured, may be brief and direct.
Grammar & Spelling	It is well-organized with an introduction, body, and conclusion.	It ends with casual closings like “Best,” “Take care,” and “See you soon.”
Signature	It uses complete sentences with proper grammar and punctuation.	It ends with formal closings like “Best regards” and “Sincerely,” followed by name and designation.
Attachments	Used for official documents, resumes, or reports.	Used for personal files, photos, or informal attachments.

Final Checklist Before Sending

A bullet-point list summarizing key elements to review before sending an email, such as:

• Correct recipient address
• Appropriate subject line
• Professional tone and language
• Proper formatting
• Attachments included and mentioned
• Proofreading for errors

Conclusion

Mastering the skill of professional email writing is crucial for building strong relationships and reaching your goals in today’s fast-paced digital world. By following effective formats, applying helpful tips, and focusing on clarity and tone, you can make sure your messages create a positive and lasting impression.

Every email you send reflects your professionalism and attention to detail. Keep improving your skills, stay informed about the latest communication trends, and don’t hesitate to learn from industry experts. With the right approach, you will be ready to tackle any email situation confidently and credibly, helping you stand out in any academic or professional environment.

Frequently Asked Questions (FAQ’s)

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