How to write a formal email

Updated April 17, 2017

A formal e-mail should be written as if it is a business letter. You should be sure whom it should be addressed to and how you plan to communicate your clear intentions throughout the e-mail correspondence. The following are the list of steps for writing a formal e-mail.

Begin with the full name, title, business and e-mail address of the person to whom you are writing.

Write the actual message in a clear and concise manner. Don't forget to check for spelling and grammatical errors once you completed the message.

Check the message to make sure you included and justified all the reasons you are writing the e-mail.

Fill out the To and From fields in the Email.

Pick a subject that will draw the attention of the reader. Do not pick a random subject that has nothing to do with the reasons that you are e-mailing the person. This also makes it easier for the person to search for your e-mail if you call them in reference to your e-mail.


Identify yourself in a professional manner throughout the e-mail. Do not use any abbreviations. Always thank the person for her time and consideration at the end of the e-mail.


Do not send attachments. The worst thing you can do is send an unsuspected virus to the recipient of the e-mail. Do not send inflammatory remarks. Do not write the e-mail while you are angry.

Things You'll Need

  • Computer
  • E-mail address of person the formal e-mail is to be sent
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About the Author

Based in North Dallas, A.M. Morgan has been writing career-related blogs and opinion articles since 2007. Her blogs and articles have appeared on Women for Hire, Associated Content and in “NSBE Magazine." She is a graduate of Tuskegee University and New Mexico State University with degrees in aerospace and industrial engineering.