Everyday situations
How to write a formal email in English
B1
Writing the subject, the greeting, the opening, the request, the ending and the sign-off: the structure that works everywhere, from Dear Mr. to Hi Tom.
Quick answer
A formal email in English has its own rules. They are strict, and English emails are quite direct. A very long polite opening (I hope this email finds you well and that you had a pleasant weekend) sounds old-fashioned and too eager to please. But starting with Hi, can you send me…, with no lead-in at all, sounds rude. The right balance: a greeting, a short opening line, a clear body (one topic per paragraph), a closing line that says what you expect, and a sign-off. Always check for typos (small spelling mistakes) and forgotten attachments. Writing I attached the file with no file attached is a classic mistake.
Step by step
Each step follows a typical conversation. Lines marked “or” are other possible answers, depending on the situation.
1. The subject line: clear, short, with an action
5 to 7 words at most. Say what you expect, or what the email is about.
- You
Subject: Quarterly report, Q3 2026, for your review
→ A good subject: topic + time + action.orSubject: Meeting request, Tuesday or Wednesday next week?
orSubject: Follow-up on our call yesterday
orSubject: Quick question about the budget
orSubject: [URGENT] Server down, production impact
→ Only use [URGENT] or [ACTION REQUIRED] when it is really true.
2. The greeting: Dear or Hi?
Dear = formal, for a first email or someone senior. Hi = semi-formal, when you already know the person. Hey = only between close colleagues.
- You
Dear Mr. Smith,
Formal→ Formal + surname. Mr. has a full stop in the US, but often not in the UK.orDear Sarah,
Formal→ Formal, but with the first name: you already know the person.orDear Sir or Madam,
Formal→ When you don't know the person's name.orDear Hiring Manager,
Formal→ Instead of Sir or Madam when you apply for a job.orHi Sarah,
Neutral→ The modern standard at work.orHello team,
Neutral→ For an email to a group.orHey Tom,
Informal→ Only between close colleagues.
3. The opening line: setting the scene in one sentence
One sentence only: a reminder of the context, or the reason for the email. Don't talk about the weather.
- You
I hope this email finds you well.
Formal→ A classic that works everywhere, but don't use it too often: people see it all the time.orThank you for your email earlier today.
NeutralorFollowing up on our conversation last Friday,
NeutralorI'm writing to ask about the upcoming product launch.
Neutral→ I am writing to + verb is a standard professional opening.orI'm reaching out regarding the invoice from last month.
NeutralorQuick one for you:
Informal→ Only between close colleagues.
4. The body: one topic per paragraph, clear action verbs
Get straight to the point. Use short sentences, paragraphs of 2 to 4 lines, and space between them.
- You
Could you please send me the updated report by Friday?
FormalorWould it be possible to schedule a call next week?
Formal - You
Please find attached the contract for your review.
Formal→ Please find attached is the standard formal phrase. Another option: I've attached…orI have attached the latest version of the deck.
Neutral - You
As discussed,
NeutralorJust a heads-up:
InformalorApologies for the delay in getting back to you.
Formal→ Apologies for + noun is a formal way to say sorry in an email. - You
Could you confirm receipt?
Formal
5. The closing line: saying what happens next
One sentence to finish and to say what you expect.
- You
Looking forward to hearing from you.
Neutral→ The standard phrase everywhere.orI look forward to your reply.
Formal - You
Let me know if you have any questions.
NeutralorPlease let me know your thoughts.
Formal - You
Many thanks in advance.
Formal→ In a formal email, more natural than Thanks in advance.orThanks!
Informal - You
Have a great weekend.
Neutral
6. The sign-off: ending correctly
The classic mistake is mixing styles. Dear goes with Yours sincerely or Kind regards, never with Cheers.
- You
Yours sincerely,
Formal→ Formal UK, when you know the person's name (Dear Mr. Smith).orYours faithfully,
FormalUK→ Formal UK, when you don't know the name (Dear Sir or Madam).orSincerely,
FormalUSorKind regards,
Formal→ The most common professional sign-off today.orBest regards,
FormalorBest,
Neutral→ Modern standard, semi-formal.orThanks,
InformalorCheers,
InformalUK→ British, between colleagues. Never in an official email.
Useful vocabulary
Parts of an email
- subject (line)the short title of an email
- greetingthe first words, like Dear
- opening linethe first sentence after the greeting
- bodythe main part of the message
- closing linethe last sentence before your name
- sign-off / closingthe words before your name, like Best
- signatureyour name and details at the end
- attachmenta file sent with an email
Useful verbs
- to follow upto contact someone again about something
- to reach outto contact someone
- to confirmto say something is definitely true
- to schedule / to set upto arrange a time for something
- to update (sb on sth)to give someone the latest news
- to forwardto send an email on to someone
- to cc / to bccto send a copy (hidden or not)
- to reply / to respondto answer a message
Common phrases and abbreviations
- as per our conversationas we discussed (formal)
- for your information (FYI)just so you know
- EOD (end of day)before the working day finishes
- COB (close of business)when the office closes for the day
- ASAP (as soon as possible)very quickly, without delay
- TBC (to be confirmed)not decided or fixed yet
- OOO (out of office)away from work, not answering emails
- NDA (non-disclosure agreement)a contract to keep information secret
UK vs US: what changes
| You want to say… | UK | US |
|---|---|---|
| Formal greeting (name known) | Dear Mr. Smith, | Dear Mr. Smith, |
| Formal greeting (name unknown) | Dear Sir or Madam, | To whom it may concern, |
| Formal sign-off (name known) | Yours sincerely, | Sincerely, |
| Formal sign-off (name unknown) | Yours faithfully, | Sincerely, |
| Semi-formal sign-off | Kind regards, | Best regards, |
| Informal sign-off | Cheers, / Thanks, | Thanks, / Best, |
Common mistakes to avoid
1. Dear Mr. John ❌
Dear Mr. + surname (family name), never the first name. ✓ Dear Mr. Smith. ✗ Dear Mr. John (a common mistake). With the first name: Dear John (no Mr.) or Hi John.
2. I hope you are doing well in every email
People use this phrase a lot, but it has become a cliché, especially at the start of every email. Try other openings: Thank you for your email earlier, Following up on our conversation, I'm writing to…. A long, very polite opening sentence sounds heavy in English: keep it short.
3. Dear Mr. Smith + Cheers ❌
Mixing formal and informal styles is a big mistake. Dear goes with Yours sincerely or Kind regards. Hi goes with Best or Thanks. Cheers is very informal and only British: never use it after Dear.
4. Please find in attachment ❌
This is a common mistake. The correct phrase is Please find attached (with no in). Modern alternatives: I have attached / I'm attaching. And always check that you really attached the file before you send.
5. All in capital letters / no proofreading
In English, writing in capital letters = SHOUTING. Keep it for real emergencies (URGENT, SERVER DOWN). For everything else, use normal letters. And always read your email again before you send it: a native speaker will notice I will sent you the file instead of send, or their / there / they're in the wrong place.
Practice quiz
Related pages: Writing a formal email
Pages on a similar topic or with a similar use, so you can keep exploring.
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Frequently asked questions
How do you start a formal email in English?+
Choose the greeting for the situation. Formal, and you know the name: Dear Mr. / Ms. + surname. Formal, and you don't know the name: Dear Sir or Madam (UK) or To whom it may concern (US). Semi-formal: Hi + first name. Informal: Hey + first name (only with colleagues you know well). Then write an opening line: I'm writing to… / I hope this email finds you well / Thank you for your email.
How do you end an email in English?+
The sign-off (the words before your name) must match the greeting. Dear Mr. Smith → Yours sincerely, (UK) or Sincerely, (US). Dear Sir or Madam → Yours faithfully, (UK). Hi + first name → Best regards / Kind regards / Best. Very informal (close colleagues): Thanks, / Cheers, (UK).
Is it please find attached or please find in attachment?+
Write Please find attached + the file name (formal) or I have attached / I'm attaching + the file name (semi-formal). Never write Please find in attachment: it is a common mistake. Check the attachment before you send: forgetting it happens all the time.
How do you send a polite follow-up email?+
Use one of three phrases. 1) I'm following up on my email from + date. 2) Just a quick follow-up on + topic. 3) I wanted to check in on the status of + topic. Always give the date of your first email and say clearly what you need. Keep a neutral tone: don't sound annoyed. Between close colleagues, Just a heads-up: (a quick warning or piece of news) is a friendly way to share information.
What is the difference between kind regards and yours sincerely?+
It depends on how formal the email is. Formal: Yours sincerely, (UK, you know the name), Yours faithfully, (UK, you don't know the name), Sincerely, (US). Standard at work: Kind regards, or Best regards,. Modern semi-formal: Best,. Informal: Thanks, or Cheers, (UK).
How do you write a good email subject line?+
Use 5 to 7 words at most: give the topic and the action you expect. Examples: Quarterly report, Q3, for your review, Meeting request, next week, Follow-up on our call yesterday, Quick question about the budget. Only add [URGENT] or [ACTION REQUIRED] when something really is urgent.
Updated on 12 November 2026 by the Big Challenge teaching team. Every year, more than 500,000 students across Europe take part in our English contest, created in 1999. Our teaching approach →
The Big Challenge · Updated on 12 November 2026 · Source: www.thebigchallenge.com/bl/academy/learn-english/situations/formal-email
© The Big Challenge. Copying allowed for classroom use. Every year, more than 500,000 students across Europe take part in our English contest, created in 1999.