How To Write an Email (With Formal and

Informal Examples)
Indeed Editorial Team
Updated March 10, 2023

Many people write emails at work every day. Different emails require different approaches, so
it's helpful to understand the best practices for both formal and informal emails. Learning how to
craft an effective email based on the style and goal of your message can also help you optimize
your digital communication.

In this article, we discuss the difference between formal and informal emails, outline how to
write an email and share templates and examples to help you communicate more effectively.

Formal emails vs. informal emails

In your career, you may send both formal and informal emails, and it's important to differentiate
between the two so you can craft an appropriate message for the context. Here are some key
differences between these two types of emails:

Recipient

Formal emails are professional communications fit for a more serious context. You might send a
formal email to a recruiter when you're applying for a job or to a senior executive to set up a
meeting about your professional development. Informal emails are messages you send to people
you know well. You might send an informal email to a teammate to ask a brief question or to a
friend to congratulate them on a new job. If you're unsure which format to opt for based on your
relationship with the recipient, a formal email might be best.

Related: How To Email a Hiring Manager Directly (With Examples)

Tone

The primary difference in content between formal and informal emails is tone. The tone of an
email depends on your language choice and syntax. Formal emails typically use more
professional language, while casual emails can include idioms and slang. In both formal and
casual emails, it's important to be brief, direct and positive, but you might achieve this in
different ways. Casual language makes an informal email seem friendlier and more relatable,
while a professional email uses clear, concise, formal language that is easy to read and interpret.

Related: How To Write a Professional Email in 6 Steps

Greetings and closings

Formal and informal emails use different openings and closings to establish the tone. For
example, an informal email might use greetings like "hey," while a formal email may require an
opening like "dear." Similarly, informal emails can use a casual sign-off. A sign-off in an
informal email is sometimes altogether unnecessary. Formal emails, conversely, use salutations
like "cordially" or "respectfully."

Related: How To Choose Letter Salutations and Greetings (With Tips and Examples)

Subject lines

Subject lines provide another area of difference between formal and informal emails. In a
professional email, it's important to offer a subject line that is a practical summary of the email.
An email that takes a more casual tone can use that space to draw in the reader with a question or
other notable attention-grabbing subject line. For example, you might title a formal email

Related: 13 Tips on Writing an Email Subject Line (Plus 100 Examples)

How to write an email

Below are the steps to take to write an email the right way:

1. Consider your audience

When you're preparing to write your email, it's important to consider your audience. For
example, if you're writing for a business audience, consider a formal tone that uses language
accordingly. However, if you're writing to a friend, significant other or family member, you
might opt to include casual language or even terms of endearment or nicknames that make sense
for the receiver and occasion. A casual tone that includes terms of endearment would only be
acceptable in informal contexts.

It might also help to think about the goal of your email. Reflect on what action you want the
recipient to take. You might email someone to share information, invite them to an event, pursue
a job or request more information about a topic. Knowing the intention behind your email may
help you phrase it appropriately and choose the right style.

2. Create a subject

After you've determined your audience, you can craft your subject line. If you're writing a
professional email, aim for a practical subject line that accurately summarizes the contents of
your message. For a casual email, you can create a subject line that's more creative or gets
attention by asking a relevant question. Choosing a subject line that's accurate and clarifies your
intention may encourage the recipient to open and read your message.

Related: 16 Business Follow-Up Email Templates

3. Issue a standard greeting

Choose a greeting that's appropriate for your audience. Remember to use a friendly greeting to
establish a positive tone for your conversation. Many people stop using greetings at a certain
point in a long email thread, but it's best to use one in your first email or response to a new
person. Remember to use non-gendered language if you're unaware of the recipient's gender.

Read more: 45 Different Email Greetings To Use at Work

4. Discuss any important context

If your message requires some background information, explain it first. For example, maybe a
former coworker suggested you apply to the company where they work. You might mention their
name when writing to the hiring manager with your resume. If you're writing to somebody you
recently met in person, you might remind them of who you are by referencing where you met.
5. Write a brief message

It's important to be clear and avoid redundancy in an email. Clearly explain why you're writing
and what you want the recipient to know. In a formal email, use direct, literal language. You
have more freedom when writing an informal email, but it's still important to be concise and
specific. Opt for short sentences so that your message is easy to read and comprehend.

Consider using bulleted lists or images to make the email simple to scan. If you have wordy,
complex information to share, consider putting it in an attachment instead of in the email's body.
This may make it less overwhelming for the reader when they open the message.

Related: Email Writing Skills: Definition and Examples

6. Add a call to action

If you want the other person to take a specific action, include a call to action. This might be a
request for a response, like a follow-up or an answer to a question. You might ask to schedule a
meeting, or you could ask that they forward your message to somebody else. Make it clear
exactly what the recipient can do to address your concern. If you're writing an informal email to
a friend or family member for casual conversation, a call to action might be unnecessary.

7. Choose a simple closing

When you close any email, keep it simple. Choose an appropriate closing and sign off warmly
without being overly formal. Add your name or an email signature if you'd like. Email signatures
can be especially useful for formal emails. These typically include your name, title, employer
and contact information. If your organization has a standard template for signatures they every
team member uses, include it in outgoing emails.

Related: How To End an Email (With Closing Examples)

Template for an informal email

Below is a template for creating your next informal email:

Subject: [Entertaining or inviting subject line]

[Casual greeting] [Name of the recipient],

[Explain the context around your message.]

[Include a brief, thoughtful body discussing your reason for writing.]

[Casual sign off],

[Your name]

Template for a formal email

If you're writing an email in a more formal setting, this may be a better template for you:

Subject: [Practical subject line that addresses why you're writing]

[Formal greeting] [Name of the recipient],

[Discuss any important background information, especially if you're writing to someone new.]

[Craft a message body that is clear and direct.]

[End with a call to action.]

[Formal sign off],

[Your name]
[Title]
[Company name]
[Contact information]

Read more: How To Format a Formal Email (With Template and Example)

Example of an informal email

Here's an example of an informal email you can use as a reference:

Subject: Want to carpool to the basketball tournament?

Hi Rebekah,

I was wondering if you were going to the Raleigh Girls Basketball Tournament that is happening
this weekend at Jackson High School. My daughter is playing in the tournament with your
daughter, and I thought it could be fun to ride together. It's good for the environment, too! Let
me know if you're planning on going by Wednesday and we can make plans to carpool if you'd
like.

Talk to you soon,

Deborah Merrick

Example of a formal email

Below is an example of a formal message:

Subject: Follow-up about our meeting

Hello Steven,

I'm writing to thank you for making time to sit with me on Friday to talk about the products that
National Chem can offer your business. I wanted to let you know I'm available if you have any
follow-up questions about anything we discussed. As you mentioned in the meeting, the sooner
we can start working together, the more your business can save. When do you think you might
reach a decision?

Please forward any of the attached documents to your team if they'd like more information about
National Chem. I look forward to speaking with you soon.

Respectfully,

Anna Gaston
Account Executive
National Chem
309-225-7835