Writing a Formal Email

Master the grammar and structure for professional email communication.

Essential Grammar Rules

Salutation & Greeting

• Always use a colon after formal greetings: "Dear Mr. Smith:" or "Dear Hiring Manager:"
• Use a comma for less formal emails: "Hi Sarah,"
• Never start with "Hey" or "Yo" in professional contexts

Opening Lines

✅ Correct:

• "I am writing to inquire about..."
• "Thank you for your prompt response regarding..."
• "I hope this email finds you well."

❌ Incorrect:

• "Just touching base..." (too casual)
• "Sorry to bother you..." (undermines authority)
• "Hi there!" (too informal)

Body Structure

Use complete sentences: ✅ "I would appreciate your feedback on the proposal." ❌ "Need feedback on proposal." (too abrupt)

Avoid contractions: ✅ "I am available for a call at your convenience." ❌ "I'm available for a call when you're free."

Mind your commas: ✅ "Please review the attached document, and let me know if you have questions." ❌ "Please review the attached document and let me know if you have questions." (comma needed before coordinating conjunction)

Common Mistakes to Avoid

1. Subject-Verb Agreement

   • ❌ "The team are ready..."
   • ✅ "The team is ready..."

2. Comma Splices

   • ❌ "I reviewed your proposal, it looks great."
   • ✅ "I reviewed your proposal, and it looks great."

3. Dangling Modifiers

   • ❌ "After reviewing your application, the position has been filled."
   • ✅ "After reviewing your application, we have filled the position."

4. Its vs It's

   • ❌ "The company expanded it's operations."
   • ✅ "The company expanded its operations."

Closing Lines

Formal closings:

• "Thank you for your time and consideration."
• "I look forward to hearing from you."
• "Please let me know if you need any additional information."

Sign-off phrases:

• Most formal: "Sincerely," or "Respectfully,"
• Moderately formal: "Best regards," or "Kind regards,"
• Less formal (but professional): "Best," or "Thank you,"

Checklist for Formal Emails

• Proper salutation with correct punctuation
• Clear subject line that summarizes purpose
• Professional tone throughout
• No contractions (don't, can't, won't)
• Complete sentences with proper punctuation
• No exclamation points (unless absolutely necessary)
• Appropriate closing phrase
• Professional signature with contact info
• Spell-checked and proofread
• Attachments referenced are actually attached

Style Guidelines

Tone: Professional, respectful, clear Length: Brief but complete (aim for under 200 words) Formality Level: High - use full sentences, proper grammar Response Time: Acknowledge within 24 hours

Example Corrections

Example 1: Too Casual

❌ Before: "Hey John,

Just wanted to check if you got my last email? Let me know whats up with the project.

Thanks!"

✅ After: "Dear John,

I am writing to follow up on my previous email regarding the project status. Could you please provide an update at your earliest convenience?

Thank you for your time.

Best regards,"

Example 2: Grammar Issues

❌ Before: "Dear Ms. Johnson

Thank you for you're response. Me and my team has reviewed the contract, it looks good to us.

Let us know if you need anything else.

Thanks, John"

✅ After: "Dear Ms. Johnson:

Thank you for your response. My team and I have reviewed the contract, and it appears satisfactory.

Please let me know if you need any additional information.

Best regards, John"

Related Grammar Rules

• Comma Rules
• Apostrophes
• Subject-Verb Agreement
• Its vs It's
• Your vs You're

Common Email Phrases (Correct Usage)

Situation	Correct Phrase	Incorrect Phrase
Request	"Would you please..."	"Can you..."
Apology	"I apologize for the delay."	"Sorry for the delay."
Gratitude	"Thank you for your assistance."	"Thanks for the help."
Follow-up	"I am following up on..."	"Just checking in..."
Attachment	"Please find attached..."	"Attached is..."

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Remember: When in doubt, err on the side of formality in business emails. You can always become less formal as the relationship develops.