How To Write An Email Example

Formal Email Opening Lines

How to Write an Email

There is no standard formal email opening. Instead, you’ll have to decide what’s appropriate for the communication and the context.

If you don’t know the person you are writing to, it’s polite to introduce yourself. However, if you know the person, you don’t need to do this and can jump straight into the meat of your message.

We provide examples of several formal email opening sentences below. If you need some more email intro inspiration, read our article on best email opening lines.

Write An Inviting Subject Line

Your email subject line has one job. That is to get a maximum number of people to open it. So, pay close attention to it and write a very persuasive subject line.

Dont reveal too much information here. Just reveal enough to pique interest and get opens. The body copy of the email should take care of the rest.

Heres a good example of a subject line from Americas Test Kitchen.

It might seem as if a three-word subject line that says Building Better Bowls is very vague. But thats the point of it. When the subject line doesnt have enough details, people will click it to learn more.

When you look at the above subject line, you begin to wonder what they are talking about? Is it a utensil or a dish such as a smoothie bowl or Buddha bowl? As Americas Test Kitchen reviews cooking equipment and shares recipes.

So, you click the subject line to find the answer.

In fact, four-word subject lines drive the highest engagement. So, keep your subject lines as short as possible.

Confirmation Vs Rejection Email Samples

You might get an email confirmation after you purchase something online, or you can also reply to a formal email confirming receipt of an email attachment, a meeting time, or a company update. A rejection email is similar in that it might reject the item that was proposed in an email, in which case youd let the sender know.

Acceptance email

Dear Mr./Mrs. ,

It is my great pleasure to inform you that I will be accepting your offer for employment as with . The goals for this role that you described are in line with my personal career aspirations, and I hope to be able to learn and grow in this role.

As discussed in our previous meeting, my salary will be and I will be starting on .

I appreciate all the time you took to make the interviews as seamless as they were, and I look forward to working with you soon.


This is to inform you that letter

Dear Mr./Mrs. ,

This is to inform you that your business proposal has unfortunately been rejected by our committee. While we did like your idea, unfortunately, the costs involved reach well beyond our budget for this quarter.

We wish you the best of luck in your future endeavors and encourage you to submit additional proposals if you have others that are aligned with our goals.

Best of luck,

Job rejection email

Dear ,

This is to inform you that I will not be proceeding in the interview process for with . I would like to formally withdraw my candidacy.

Best regards,

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Mistake #: Not Following Up Quickly

Instead of waiting 10+ days to follow up, consider sending a reminder sooner like 3 days. This ensures the recipient still has the topic and request fresh in their mind. If you wait too long, there is a chance theyve already forgotten about your call to action and the steps you asked them to take. As an example, if you were a real estate agent, you know time is crucial! So its best to only wait a couple of days and send a polite and gentle reminder to either respond with a timeline or an assurance that the task was completed.

How To Format A Professional Email Message

Email Writing Examples

    When you’re sending an inquiry about a job or applying for a job, or writing other professional correspondence, it’s important to format your email as professionally as you would any other business letter.

    After all, everyonerecruiters and hiring managers includedreceives a lot of emails. Make sure that your emails stand out because of the content, and not because of sloppy mistakes, poor formatting, or overly casual language

    Use a readable font in a 10 or 12 point size in your emails. Send job search-related emails from a professional email address. Ideally, your email address should include some combination of your first and last name or first initial and last name.

    Here’s what to include when sending business-related correspondence and the email message format you should use send professional email messages.

    Read Also: How To Find Email In Archive

    State Your Purpose Of Communication

    Once youve introduced yourself, you can start communicating the purpose of sending this email. This is the main section of the email body that includes a detailed description of what you want to convey, how the recipient can benefit from it, and what they should do next.Even though this is the juicy part of your email, keep it brief, and straightforward. No one has the time to read a lengthy email thats hard to read and lacks context. Pay attention to communicating more in fewer words.Some tips for writing an excellent email body:

    • Avoid fluff and technical jargonmake it very easy to read.
    • Optimize the email for skimming by using standard formatting, and bullet points.
    • Use bold, italics, and underlining to highlight important points.
    • Write short sentences they can read quickly.
    • Dont assume your readers knowledge break it down in an easy-to-understand manner.
    • Ask an open-ended question in the end to increase your chances of getting a response.
    • Proofread, and check your email for typos .

    The body section of your email can be tricky because if you make it complicated, the reader might bounce off, or if you make it overly simple, they may not be interested.

    The key is to understand the recipient and write it intriguingly, which builds interest in what youre saying and taking the desired action. The outline in step 1 will help you write this body more effectively.

    If you need more inspiration check out this directory of best-performing cold email templates.

    How Long Should I Wait To Send A Follow

    The problem with follow-ups is that you dont want to follow up too soon, nor do you want to follow up too late. Sales professionals differ in terms of their ideal duration number, ranging anywhere from three days to a week or two. Your strategy should center around your specific sales cycle starting with a couple days between touchpoints before extending to longer durations in the subsequent follow-ups.

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    Faqs On Email Writing Format

    Question 1.How to write an Email?



    Subject: Mention the reason

    Body of the Mail: Write the matter explaining the reason and include the conclusion

    Signature: Name, contact address

    What are the formal emails?

    Answer:The emails are written to office administration, school authority, companies, government firms, etc. are formal emails.

    Question 3.What are the informal emails?


    Personalize It For The Receiver

    How to write an informal email

    Nobody likes to receive copy-pasted emails that you can send to everyone. We live in a world where even push notifications by apps are personalized, so doing it for professional emails is a given.

    Email personalization doesnt only mean using the recipients name in the subject line or salutation. It refers to including elements that show youve done your research and have taken out time to write a good email for them.

    Heres an example of a personalized email template:

    74% of marketers say personalization helps get a more significant customer engagement. And so, paying attention to it can significantly increase your email open rate, increasing the chances of getting a response.The best way to do this is to include a personalized first paragraph in the body. You can go through the recipients social media, website, or news featuresanything that gives you a starter point to show youve done your research.For example,

    And upload them into Hunter Leads to personalize your emails in bulk automatically.

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    How To Write An Email To A Friend Or Family Member

    When writing an email to a friend or family member, you dont have to have as detailed of a subject line as you would for a more professional environment. Something along the lines of Catching Up will suffice. With your introduction, you can take a more conversational tone with them. You can use an informal introduction like Hi Sam when starting a conversation with them.

    Since you are talking to someone close to you in a non-business setting, you can treat it as would you a text message conversation. Youll want to use a friendly tone, but that doesnt mean you shouldnt be concise and clear, though. Dont ramble as theyll likely skim past your information if so. When closing your message, salutations like Love, From, etc. are acceptable depending on the nature of your relationship.

    Let Recipients Know That You Attached A File In The Email

    There are cases when you dont necessarily need to mention the attachments. Thats when both sides already acknowledge the sole purpose of email is about the attachments. But even in that case, adding something like Here is wont hurt.

    In most other cases, letting recipients know about your attachments will make your email clear and polite. It helps your recipients know what to expect.

    Here are some tips when you attach documents to your email:

    • Inform recipients about the name of the file. For example, instead of saying: Please see the attached file, you can say :Please see my resume attached right below.
    • Write down the number of files and their versions. For example: I included the latest industry reports in the attachments. You will find the 2020 version and the 2021 version.
    • Add more context. For example: Here are the testimonials you asked for yesterday.

    To inform recipients, be concise and informative. You need to tell them what the files are about and how many numbers of files you attached.

    Many people find lines such as Please, find attached and PFA boring and repetitive.

    Thats why we have found some alternatives to make your email more natural.

    4 ways to write email with attachments are:

    • I have
    • The attached
    • You will in the attachments.

    Note: Use Attached in your email instead of Enclosed because Enclosed is a phrase for physical mails.

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    Write The Body Of The Formal Email

    Youll probably find that most of the time, you write formal emails in English to people you dont know very well. And, of course, youre writing to give them a good impression of your professionalism and abilities.

    You can ask yourself: Do I need to remind them of who I am? Do I need to give them context for my request? Do I need to give them background information on the ideas I will propose or suggestions I make?


    • Im reaching out because

    • As you may know, our department is currently looking for someone to

    • A colleague of mine recently informed me about a job opening in your company, and so

    • You mentioned in our last meeting that you wanted to focus on content strategy, so I suggest that


    Most emails that you send in a professional setting require some action. Its important to be as clear as you can about what action or actions you need the reader to take:

    • Let me know what you think about my ideas/suggestions.

    • Let me know when you would be available to meet next week.

    • Please review the following attachments before our next meeting.

    • Can you please review the agenda for the meeting and let me know if you have any suggestions?


    Before you end the email, take a sentence or two to make sure that you allow your reader to ask questions or reply:

    Example : Blah Blah Email

    Professional Business Email Format Template Example

    Hi Henneke,

    My name is Johnny Depp, Marketing Coordinator for Awesome App. Im reaching out to you specifically because I have noticed that Enchanting Marketing is an extremely influential resource for eCommerce business owners.

    Id like to offer you an exclusive, personal demonstration of the Awesome App platform from our Product Director, Jackie Chan. This presentation will only take 40-50 minutes of your time, and will showcase every part of the Awesome platform.

    We are not asking for any commitment from you in exchange for this demo. We feel that the Awesome platform is strong enough to speak for itself. Our hope is that after seeing the platforms innovative capabilities, eCommerce industry influencers such as yourself will take notice. I hope that you will consider giving us the pleasure of demonstrating for you what the Awesome platform is capable of!

    Please let me know if you are interested in this opportunity. I would love to connect you with Jackie for a private demonstration of Awesome. Jackie is a real eCommerce pro, and will be well equipped to answer any questions you may have.

    I can be reached at my direct line 888-8888 xt 1010, and also by direct email at

    Why this email is meh:

  • The goal: While its clear that Johnny wants to set up a demo, his call-to-action is rather wishy-washy and long-winded.
  • A more persuasive email:

    Note: Dont send an email without editing. And when you edit your email, aim to cut 50% of words. Your reader will be grateful.

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    Use A Clear Subject Line

    Teachers receive dozens of emails every day. Thats why a clear, detailed subject line will help a teacher understand exactly what your email is about, who its from and what the writer needs so you can get a timely answer. An email titled Homework question could be about anything and from anyone, but an email titled Marie Kingsley – Question About Research Paper helps a teacher immediately know who theyre talking to.

    Remember To Follow Up

    Many professionals receive dozens of emails per day. When you send an email, use a short subject line that clearly describes the purpose of your message. Sometimes, the recipient still may not notice your message in their inbox. If you haven’t received a response after a day or two, you can send a follow-up email.

    Reply to the email you already sent to put it toward the top of the recipient’s inbox. You can also send an email in a new thread, but you need to add the information from your original message.

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    Briefly Explain Your Situation

    While you may not need to explain all the details of the situation preventing you from attending the meeting, providing some context can help the recipient understand your reasoning. Craft one or two short sentences to let the other person know why you need to cancel your meeting. If you’re not comfortable including specific details, you can give a general overview, such as:

    • I have a family emergency I need to tend to now.
    • I’m feeling unwell and won’t be able to take part in today’s meeting.
    • I have a scheduling conflict at this time.

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