Formal email writing

The subject line of your email should be simple, clear, and include and deadlines or requested actions.


  1. (Salutation/greeting) The salutation is the opening line of your email where you address the recipient directly, usually by name. Dear Karen,
  2. (Message content.) Note that the first word of the first line begins with a CAPITAL/Uppercase letter.

Have you completed a revision of the Marks report, and, if so, may I have a copy of it? I would like to take it to my meeting with Rachel tomorrow.

I will be in my office until noon if you have any questions.

  1. (Closing)

Kind regards,

(Signature file)
Fraser Bresnahan
Director, Marketing
XYZ, Inc.
123 Anywhere Street
New York, NY 10024
Tel: (212) 555 – 1234
Fax: (212) 555 – 3456

Here are some sample salutations:
To whom it may concern, (when you do not have a name)
Dear Sir or Madam,
Dear Ms. Smith,
Dear James,
Good morning, James,
Good afternoon, Mr. Smith,
Hello James,
Hi James,

These salutations are for group emails:
Dear All,
Good morning,
Good afternoon,
Dear Colleagues,
Jane and Tim,
Dear Jane and Tim,
Good morning, Jane and Tim.
Hello everyone,

To close an email:
Best regards,
Kind regards,
Thanking you in advance,
Thank you,
All my best,

*And, lastly, include your name. If it is a regular letter, add your signature.

Here is another sample email:

Dear Louise,

Welcome to our Team!

It is a pleasure to welcome you to the staff of Johnson Staffing. We are happy to have you join our team, and we hope that you will enjoy working at our company.

If you have any questions during your first few months, please do not hesitate to contact me. You can reach me at my email address or on my office line at 980-2211.

Best regards,
Jack Stuart, Sales Manager

Useful phrases for formal emails:

I am writing to you in response to your advertisement.
I would like to ask a question about your policies.
I am writing to you because I have a question about the application form.
I am writing to apply for the position.
I am writing to request information about …

I would appreciate it if you could …
I would be grateful if you could …

With reference to our phone conversation, I would like to confirm that/to let you know that …

Could you please advise me on the best way to …
Could you please let me know if …
Would you please let me know the best time to call to speak to you in person?

Attached you will find a copy of my CV.
Here below you will find my attached documents.
In attachment, you will find a copy of my passport.
I have sent my application as an attachment. Please find it here below.
I am attaching my CV for your consideration.
Please find attached the documents you requested.

I look forward to meeting you.
I look forward to speaking with you.
I look forward to coming in for an interview.

Thanking you in advance for your prompt assistance with this matter,
Francesco Cracci