Formal Email

Formal emails

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Functions of a formal email

• To complain
• To request information
• To respond to a request
• To give information
• To give recommendations

Style

• Polite
• No contractions
• Use indirect questions
• Use passive constructions
• Use formal linking phrases
• Avoid idiomatic expressions
• Avoid phrasal verbs

Structure

• Salutation
• Opening
• Body
• Closing remarks
• Complementary close
• Sender's name

Salutation

• Dear Sir or Madam
• Dear Mrs / Miss / Ms Jones,
• Dear Mr Gray,
• To whom it may concern,

Opening

• Say why you are writing.

• Clearly state the subject or context.

Body

• Give the details of why you are writing.
• Organise all the essential information in a clear and logical way.
• Use linking structures to make your email flow.

Closing remarks

• Say what you want the other person to do as a result of your email.
• Thank the person for their time.

Complementary close and sender's full name

• Yours sincerely,
• Yours faithfully, (if you addressed the email with Dear Sir / Madam)
• Alan Brown

Further practice

• https://test-english.com/writing/b2/formal-email-letter-asking-information/