Formal Email in English: A Guide
Introduction:
Start with a formal greeting:
“Dear Mr./Ms. [Last name]” (if you know the name)
“Dear [Title] [Last name]” (if you don’t know the name)
“To Whom It May Concern” (if you don’t know who to contact)
Introduce yourself:
“My name is [Your name] and I am a [Your position/title] at [Your company/institution].”
Explain the purpose of your email:
“I am writing to you to [Reason for your email].”
Body:
Be clear and concise:
Get to the point and avoid unnecessary details.
Use formal language:
Avoid slang, abbreviations, and emojis.
Structure your text:
Divide your email into short, coherent paragraphs.
Be polite and professional:
Maintain a professional and respectful tone, even when disagreeing.
Closing:
Reiterate your main point:
Briefly summarize the purpose of your email.
Thank them for their attention:
“Thank you for your time and consideration.”
End with a formal closing:
“Sincerely,” “Regards,” or “Best regards,”
Include your signature:
Your full name, title, company/institution, and contact information.
———–
Subject: Application for Marketing Internship – [Your Name]
Dear Ms. Lee,
My name is [Your Name] and I am a senior at [Your University] majoring in Marketing. I am writing to express my keen interest in the Marketing Internship position advertised on [Website where you saw the ad].
I have been following [Company Name]‘s work for some time now, and I am particularly impressed with your recent [Mention a specific project or achievement of the company]. My academic background in marketing, combined with my [Mention relevant skills or experience], has prepared me to make a valuable contribution to your team.
In my previous role as [Previous job title] at [Previous company name], I [Describe a specific accomplishment related to marketing]. I am confident that I can leverage my skills in [List relevant skills] to assist your team with [Mention specific tasks you can help with].
I have attached my resume for your review, which further details my qualifications and experience. I am available for an interview at your earliest convenience. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
———
Subject: Complaint Regarding [Product Name] – Order Number [Your Order Number]
Dear [Company Name] Customer Service,
My name is [Your Name] and I am writing to express my dissatisfaction with a recent purchase I made from your company. On [Date of Purchase], I ordered a [Product Name] (Order number: [Your Order Number]) from [Website or Store where purchased].
Unfortunately, upon receiving the product on [Date of Delivery], I discovered that [Describe the problem with the product]. This has caused me [Explain the inconvenience caused by the problem].
I have included pictures of the damaged/faulty product as attachments to this email for your reference.
I would appreciate it if you could [State your desired resolution]. For example, I would like to request a [Replacement/Refund/Repair] for the product.
Thank you for your time and attention to this matter. I look forward to your prompt resolution.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
———–
Subject: Application for [Program Name] – [Your Name]
Dear [Admissions Officer title] [Last name] (if possible),
My name is [Your Name] and I am a [High school senior/recent graduate] from [Your high school name] (or relevant institution) with a strong academic record and a keen interest in [Your area of study]. I am writing to express my enthusiasm for the [Program Name] program at [University Name] and to formally submit my application for admission for the [Term/Year] term.
[University Name]‘s [Program Name] program particularly appeals to me because of [Mention specific reasons, like faculty expertise, research opportunities, program focus]. My academic background in [Your relevant subjects] has prepared me well for the rigors of this program, as evidenced by my [Mention relevant achievements, awards, or GPA]. Additionally, my [Mention relevant extracurricular activities, volunteer work, or work experience] has instilled in me [Highlight relevant skills like teamwork, problem-solving, or research experience].
I am confident that my academic achievements, combined with my passion for [Your area of study] and strong work ethic, will make me a valuable addition to your student body. I have attached my complete application package, including my resume, transcripts, and [Mention any additional required documents, like essays or letters of recommendation] for your review.
Thank you for considering my application. I am eager to learn more about [University Name] and the [Program Name] program. I am available for an interview at your earliest convenience.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
