How to Write an Email in English (Formal & Informal)
How to write clear, professional emails in English: formal and informal formats, subject lines, ready templates, and the email mistakes Indian writers make.
Email writing means composing a clear, correctly formatted message that opens with a subject line, greets the reader, states your purpose, and ends with a polite sign-off. Format matters because a hiring manager or client decides in seconds whether your email looks professional. This guide gives you the exact parts of an email, full formal, semi-formal and informal samples, copy-paste templates for Indian workplace and exam situations, plus the small mistakes that quietly make Indian writers look less polished. If you want your own drafts marked line by line, see our English writing classes and business English coaching.
What email writing is and why format matters
Email writing is the skill of putting a message into a fixed, expected structure so the reader understands your purpose quickly and takes you seriously. A well-formatted email has a clear subject, a proper greeting, a short body that states the point first, and a clean sign-off with your name.
Format matters because your reader judges you before reading a single full sentence. A missing subject line, a greeting like “Respected Sir/Madam” on a casual note, or a wall of text with no paragraphs all signal that you did not take care.
For Indian learners this matters twice over. Emails decide job shortlists, leave approvals, and college admissions, and many exams such as school board papers and workplace assessments test email format directly. Getting the structure right is a quick, repeatable win.
The parts of an email, explained one by one
An email has eight standard parts, and each one has a job. Learn them once and every email becomes a fill-in-the-blanks task.
| Part | What it is | Quick guidance |
|---|---|---|
| To / CC / BCC | Recipients of the email | To is the main reader. CC keeps others in the loop openly. BCC hides addresses, used for large lists or privacy. |
| Subject line | A short summary of the email | Keep it specific: “Leave request: 3 to 5 August” beats “Leave”. |
| Salutation | The greeting | “Dear Mr Sharma,” for formal; “Hi Priya,” for informal. |
| Opening line | Your first sentence | State the purpose or a brief context. Do not start with a life story. |
| Body | The main message | One idea per paragraph, kept short. Put the request or point first. |
| Closing line | The wrap-up sentence | A next step or thanks: “Please let me know if you need anything else.” |
| Sign-off | The parting phrase | “Yours sincerely,” “Regards,” “Warm regards,” “Thanks,” |
| Signature | Your details | Name, and for work: designation, company, phone, sometimes a link. |
Formal email format, with a full sample
A formal email uses a respectful greeting, complete sentences, no contractions, and a formal sign-off. Use it for job applications, emails to officials, clients you do not know well, and college or exam contexts.
The structure
- Subject: clear and specific
- Salutation: “Dear Mr/Ms [Surname],” or “Dear Sir/Madam,” if the name is unknown
- Opening: state your purpose in one line
- Body: two or three short paragraphs with the details
- Closing: a polite next step
- Sign-off: “Yours sincerely,” (name known) or “Yours faithfully,” (name unknown)
- Signature: your full name and contact details
Full worked sample: applying for a job
Subject: Application for Content Writer role (Ref: CW-214)
Dear Ms Iyer,
I am writing to apply for the Content Writer position advertised on your careers page. I have three years of experience writing SEO articles and product pages for e-commerce brands.
In my current role at BrightMedia, I write and edit around forty articles a month and have helped grow organic traffic by a large margin. I am confident I can bring the same care and consistency to your team.
I have attached my resume and two writing samples. I would welcome the chance to discuss how I can contribute.
Thank you for your time and consideration.
Yours sincerely,
Anjali Verma
+91 98xxxxxx21
anjali.verma@email.com
Semi-formal email format, with a sample
A semi-formal email is polite but warmer, used with colleagues, managers you know, and clients you have already met. You can use light contractions and a friendlier sign-off while keeping the message clean and correct.
Sample: following up with a colleague
Subject: Quick follow-up on the Q3 report
Hi Rahul,
Hope you are doing well. I wanted to check in on the Q3 report we discussed on Monday.
Could you share the sales figures by Thursday? That gives me enough time to add the charts before the review call on Friday.
Let me know if anything is blocking you and I will help.
Thanks,
Sneha
Notice the tone. It uses “Hi” and “Thanks,” yet stays clear about the deadline and the reason. This register fits most day-to-day office email in India.
Informal email format, with a sample
An informal email is casual and personal, used with friends and family. Contractions, short lines, and a relaxed sign-off are all fine, and the rules loosen because the reader knows you well.
Sample: writing to a friend
Subject: Trip plan for the long weekend
Hi Kabir,
Long time! I was thinking we should finally do that Coorg trip over the August long weekend.
I have found a nice homestay for around ₹2,500 a night. If you are in, I will book by Sunday.
Let me know soon so we get the good room.
Cheers,
Meera
Formal vs informal email: a side-by-side comparison
The difference between a formal and an informal email is mainly tone, greeting, sign-off, and whether you use contractions. This table shows the two styles next to each other so you can pick the right register in seconds.
| Element | Formal email | Informal email |
|---|---|---|
| Tone | Respectful, neutral, complete sentences | Friendly, relaxed, conversational |
| Greeting | “Dear Mr Sharma,” / “Dear Sir/Madam,” | “Hi Riya,” / “Hey,” |
| Contractions | Avoid: write “I am”, “do not” | Fine: “I’m”, “don’t”, “can’t” |
| Language | No slang, no emojis | Slang and emojis are okay |
| Sign-off | “Yours sincerely,” / “Yours faithfully,” | “Cheers,” / “Love,” / “Take care,” |
| Length | Structured, a little longer | Short and quick |
| Used for | Jobs, officials, clients, exams | Friends, family, close colleagues |
When unsure, lean formal. It is easier to warm up later than to recover from sounding too casual with someone senior.
Ready templates by scenario (copy, paste, edit)
Below are copy-paste templates for the six emails Indian professionals and students write most. Swap the bracketed parts and you are done.
1. Job application
Subject: Application for [Role] ([Ref no.])
Dear [Mr/Ms Surname],
I am writing to apply for the [role] advertised on [source]. I have [X years] of experience in [field] and [one strong result].
My resume is attached. I would welcome the chance to discuss how I can contribute to your team.
Thank you for your consideration.
Yours sincerely,
[Full name] | [Phone]
2. Leave request
Subject: Leave request: [dates]
Dear [Manager name],
I would like to request leave from [start date] to [end date] for [brief reason].
I have completed [pending work] and [colleague] has agreed to cover anything urgent. I will check email once a day if needed.
Please let me know if you need anything from me.
Regards,
[Name]
3. Resignation
Subject: Resignation: [Your name]
Dear [Manager name],
Please accept this as formal notice of my resignation from the post of [designation], effective [last working day, as per notice period].
Thank you for the support and opportunities during my time here. I will ensure a smooth handover of all my work.
Yours sincerely,
[Name]
4. Inquiry
Subject: Inquiry about [product/course/service]
Dear Sir/Madam,
I am interested in [item] and would like a few details before deciding.
Could you share the [price, duration, availability]? I would also like to know [second question].
Thank you. I look forward to your reply.
Yours faithfully,
[Name]
5. Follow-up
Subject: Following up: [topic]
Hi [Name],
I am following up on my email dated [date] about [topic].
I understand you are busy. When you have a moment, could you let me know [the specific thing you need]?
Thanks,
[Name]
6. Thank you
Subject: Thank you: [interview / meeting]
Dear [Name],
Thank you for taking the time to meet me today about [topic]. I enjoyed the conversation and it made me even more interested in [role/opportunity].
Please let me know if you need any more information from me.
Warm regards,
[Name]
Subject line tips that get your email opened
A good subject line is short, specific, and tells the reader exactly what the email is about. It is the first thing seen and often decides whether your email is opened now or ignored.
- Be specific: “Invoice #402 due 30 July” beats “Invoice”.
- Front-load the key words: phones cut off subject lines after a few words.
- Keep it to roughly six to ten words or under sixty characters.
- Skip greetings in the subject: no “Hello sir” there.
- Add a reference or date when it helps sorting and searching.
- Never leave it blank: a no-subject email often lands in spam or gets skipped.
Common email mistakes Indian writers make
The most common email mistakes among Indian writers are phrases carried over from local usage, over-formal greetings, and skipped subject lines. None of these are grammar errors exactly, which is why they survive, but they make an otherwise good email read as dated or careless.
Other frequent slips: sending an email with no subject, using “the same” as a noun (“please send the same”), writing “prepone” to global readers who will not know it, and “myself Rahul” as an introduction. Write “This is Rahul” or “My name is Rahul” instead.
These patterns come from mother-tongue habits and old letter-writing templates. A tutor who marks your real emails catches them fast, which is exactly what our business English coaching does. For the underlying rules, see grammar.
How to end an email politely (sign-offs by tone)
End an email politely with a short closing line and a sign-off that matches your tone, then your name. The closing line points to a next step or thanks the reader; the sign-off sets the warmth.
| Tone | Best sign-offs | Use when |
|---|---|---|
| Very formal | Yours faithfully, / Yours sincerely, | Job applications, officials, unknown recipients |
| Professional | Regards, / Kind regards, / Best regards, | Clients, managers, day-to-day work |
| Warm professional | Warm regards, / Many thanks, | People you know and like at work |
| Friendly | Thanks, / Cheers, / Best, | Colleagues, quick internal notes |
| Personal | Love, / Take care, / See you soon, | Friends and family |
A good closing line before the sign-off: “Please let me know if you need anything else.” or “Thank you for your time.” Then leave one blank line and add your name and details.
Free tips start you off, but a tutor marking your own emails is what fixes them
Reading samples gets you moving, yet real progress comes from writing your own emails and having every line corrected. In a group class your speaking and feedback time is shared and attention is scattered, so weak spots survive. Our dedicated 1-on-1 sessions give you full practice and target exactly where your writing slips. Try a ₹299 demo, a short level assessment where you also see how online 1-on-1 classes actually work.
Book a ₹299 Demo ClassFrequently Asked Questions
Is the date mentioned in email format?
No, you do not add a date line in an email the way you would in a paper letter, because the email system stamps the date and time automatically. Adding a manual date at the top looks like a letter pasted into an email. If a specific date matters, such as a deadline or an event, put it inside the subject line or the body instead. For example, write “Leave request: 3 to 5 August” rather than a standalone date at the top.
How long should a subject line be?
Keep a subject line to roughly six to ten words, or under about sixty characters, so it is not cut off on a phone screen. Front-load the most important words because mobile inboxes show only the first few. A specific line like “Invoice #402 due 30 July” works far better than a vague “Invoice” or “Hello”. Never leave the subject blank, since empty-subject emails are often skipped or filtered as spam.
How do I start the body of an email?
Start the body with your purpose in the first one or two lines, so the reader knows why you wrote before anything else. For a formal email you may add a short polite opener such as “I hope this email finds you well,” but keep it to one line. Then state the point directly: “I am writing to request leave from 3 to 5 August.” Avoid long introductions or unrelated background, because busy readers scan the opening and decide whether to keep reading.
What is the difference between a formal and an informal email?
A formal email uses a respectful greeting like “Dear Mr Sharma,”, complete sentences with no contractions, no slang or emojis, and a formal sign-off such as “Yours sincerely,”. An informal email is relaxed, uses greetings like “Hi Riya,”, allows contractions such as “I’m” and “don’t”, and ends with casual sign-offs like “Cheers,” or “Take care,”. Formal emails suit jobs, officials, clients, and exams, while informal ones suit friends and family. When you are unsure which to use, lean formal, because it is safer with anyone senior.
How do I end an email politely?
End politely with a short closing line followed by a sign-off that matches your tone and then your name. A closing line points to a next step or thanks the reader, for example “Please let me know if you need anything else” or “Thank you for your time”. Then choose a sign-off: “Yours sincerely,” for formal, “Regards,” for professional, or “Thanks,” for friendly. Leave a blank line and add your name, and for work, your designation and contact details.
What sign-off should I use?
Match the sign-off to the greeting and the relationship. If you began with “Dear Sir/Madam,” close with “Yours faithfully,”; if you named the person as in “Dear Ms Iyer,”, close with “Yours sincerely,”. For everyday professional emails, “Regards,” or “Kind regards,” is safe and neutral. Reserve “Cheers,” “Thanks,” or “Best,” for colleagues you know, and personal sign-offs like “Love,” only for friends and family.
Should I use “Respected Sir” in a professional email?
No, “Respected Sir/Madam” reads as old-fashioned and overly formal in modern professional email, even though it is common in Indian school and letter templates. Use “Dear Sir/Madam,” when you do not know the name, and “Dear Mr Rao,” or “Dear Ms Iyer,” when you do. This sounds respectful without sounding dated. The same applies to openings like “I most humbly beg to state”; replace them with a simple “I am writing to”.
How do I write an email for a school or board exam?
For a board exam, follow the format printed in the question: usually subject, salutation, body, and a sign-off, kept within the given word limit. Read whether it asks for a formal or informal email, since the greeting, tone, and sign-off change accordingly. State the purpose in the first line, keep the body to two short paragraphs, and use a matching sign-off such as “Yours sincerely,” for formal. Neat structure and staying on topic score more marks than long, decorative sentences.
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