English: Formal Writing & Emails

Level: B2. Formal English writing follows a small set of conventions: how you greet the reader, how you sign off, and the polite phrases in between. Once you know these fixed pieces, most formal emails and letters write themselves — you just slot your message into the frame.

By the end of this page you can…

…choose the right greeting and closing, open with a clear statement of purpose, make polite requests, and keep your register consistently formal.

Register: what makes writing formal

Register is how formal or casual your language is. Three habits move writing from casual to formal:

1. No contractions. Write I am, do not, I will — not I’m, don’t, I’ll.
2. Single verbs instead of phrasal verbs. Prefer receive over get, request over ask for, arrange over set up.
3. Complete, polite sentences. Avoid slang, exclamation marks and emojis.

Greetings and closings that match

The greeting and the closing are a pair. Get the match right and your email already looks professional.

• You know the name: Dear Mr Lee, / Dear Ms Tan, → close with Yours sincerely,
• You do not know the name: Dear Sir or Madam, → close with Yours faithfully,
• Slightly less formal but still professional: Dear Hiroshi, → close with Best regards, or Kind regards,

Opening: state your purpose first

A formal email should tell the reader why it exists in the first sentence. Use an I am writing to… opener, then give the detail.

• I am writing to apply for the position of…
• I am writing to enquire about…
• I am writing to confirm our meeting on…
• I am writing with regard to your email of 3 March.

If you are replying, thank them first: Thank you for your email. Then state your purpose.

Polite requests and bad news

Formal writing softens requests and bad news. Rather than a direct order, use a longer, gentler structure.

• I would be grateful if you could send me the report.
• Could you please confirm the date?
• I would appreciate it if you could reply by Friday.

For bad news or a refusal, lead in gently: I am afraid that…, Unfortunately…, or I regret to inform you that…

Structure: the shape of the email

Keep it to short paragraphs, one idea each:

1. Greeting — Dear …
2. Purpose — I am writing to…
3. Detail — one or two short paragraphs with the facts.
4. Action — what you want the reader to do, and by when.
5. Closing line + sign-off — Thank you for your time. / Yours sincerely, + your name.

End with the next step so the reader is never left guessing: I look forward to your reply.

A short model email

Subject: Request for a reference

Dear Dr Alvarez,

I am writing to ask whether you would be willing to act as a reference for my application to the graduate programme at Northgate University.

I studied under you in 2024 and valued your guidance on my final project. The application is due on 15 April, and the form would take only a few minutes to complete.

I would be grateful if you could let me know by Friday whether this is possible. Thank you very much for considering my request.

Yours sincerely, Marco Rossi

Example sentences

Press play and copy the rhythm. These are the exact phrases you will reuse across many emails.

Quick recap before you practise.

Usage notes

• enquire / inquire: both are correct; British style often uses enquire for a general question and inquire for an official investigation. Either is fine in a neutral style.
• Please find attached: the standard phrase for sending a file; I have attached… is also natural and a little warmer.
• dates in formal writing: write the month in words to avoid confusion — 15 April or April 15, not 15/4, since the order differs between British and American English.
• subject line: keep it short and specific (Request for a reference), not vague (Hello). It is the first thing the reader sees.

Practice

How to say it

A few formal-writing words are read aloud in meetings and calls — copy the sounds.

• sincerely has three beats with the stress in the middle: sin-SEER-lee.
• faithfully stresses the first part: FAYTH-fuh-lee.
• apologise has four beats, stress on the second: uh-POL-uh-jyze.
• enquire rhymes with fire: in-KWY-uhr, stress on the second part.

Quiz

Recap cheat-sheet

Next

• Previous lesson: English: The Job Interview
• Next lesson: English: Money & Banking
• Practise longer texts: How to Practise English Writing