Email Introduction

Formal Email Introduction

Writers should write formal emails when communicating with someone they have a professional relationship with or someone they do not know. For instance, emails to professors and colleagues are typically always formal emails.

When writing a formal email, one should open with a formal introductory phrase from the chart below, such as "To whom it may concern." Then the writer should use at least one sentence that establishes respect or appreciation for the recipient, such as "I hope you are doing well."

If it is the first time a writer sends a formal email to a person or group of people, they should introduce themselves with their full name and their relationship. For instance, a student in a large college class might introduce themselves to their professor in the following way:

When writing formal emails, writers should also avoid using unprofessional words or images. Therefore, writers should not use emojis, slang, or text lingo. They also should not go into too much detail about personal information or stories they would not mention in the workplace.

Casual Email Introduction

When writing a casual email, writers do not have to use the same formal language as in a formal email. However, writers should still be respectful and appreciative. Writers write casual emails to people they already know, such as friends, family members, and acquaintances.

Writers can also use an informal tone when writing a casual email. Informal vocabulary, punctuation, and sentence structure shape this tone. Casual emails can be more straightforward and may include personal information. For instance, if someone is writing an email to their best friend, they would not have to make a formal statement such as "I hope this email finds you well" and would instead write something like the following:

In an informal email, writers can include the informal elements they need to avoid in formal emails. They can include elements like emojis, text lingo, inside jokes, and personal anecdotes, especially if they know the recipient well. However, they should still demonstrate respect for the recipient by using kind language and maintaining clarity to ensure the recipient can easily understand the text.

Formal vs. Informal Subject Lines

The same rules of formality apply to the subject lines of formal emails. When writing to a recipient in a professional context, writers need to be as clear as possible in the subject line. They should be specific so that the recipient knows what to expect when they open the email. Writers should also maintain a professional tone in the subject line and avoid using informal language. In contrast, writers can be a bit more casual in subject lines for informal emails. The following chart demonstrates the difference between formal and informal subject lines on similar topics.

Email Introduction Phrases

The phrases one should use in an email introduction will depend on whether the email is formal or casual and on the overall subject of the email. However, the following is a list of general phrases one can use to open an email politely:

Greetings:

Fig. 2 - The greeting of an email sets the tone.

First Lines:

Email Introduction Example

The following is an example of a formal email that a high school student might send to a teacher regarding their feedback on an essay.

Responding to an Email

The same rules of formality and tone apply when responding to an email. After receiving an email, one should respond by expressing gratitude for the email or acknowledging its importance. Then they should move on to discussing the subject of their response. For instance, a writer could start a formal response to an email with the following lines:

A writer crafting an informal email on the same topic could use a more casual tone and write something like this:

Note how the writer of the second email got straight to the point. Writers can be a bit more candid in informal emails because they know the recipient. However, the writer still respected the recipient by expressing gratitude in the informal email.