Writing a formal email
A formal email uses a clear structure: a subject line, a greeting, a purpose, details, a polite closing and your name. Start with Dear Ms or Dear Mr and the surname, for example Dear Ms Nagwa. In the first sentence state the purpose: I am writing to ask whether … or I am writing to apologise for … . Use polite requests: I would be grateful if you could … . Give the details in full sentences and do not use contractions (write I am, not I’m) or slang. End with a polite line, such as Thank you for your time, and close with Yours sincerely and your name. An informal email to a friend can begin Hi and use contractions, exclamation marks and short questions. The same message changes: Can you keep the book for me? (informal) and I would be grateful if you could keep the book for me. (formal). Choose the register for the reader: a librarian or teacher needs formal language.
| Part | Formal example |
|---|---|
| Subject | Request to keep a book |
| Greeting | Dear Ms Nagwa, |
| Purpose | I am writing to ask whether you could keep a book for me. |
| Closing | Thank you for your time. Yours sincerely, Dina Samir |
Subject: Request to keep a book. Dear Ms Nagwa, I am writing to ask whether you could keep a copy of the science book “How Things Grow” for me. I need it for my project, but I will be at a football match on Thursday, and I can only collect it on Friday morning. I would be grateful if you could put my name on it. Thank you for your time. Yours sincerely, Dina Samir, Class 10B
Write to the librarian. Write a formal email of 60 to 80 words to a librarian asking them to keep a book for you. Include a subject line, a greeting, the purpose, one reason, a polite request and a formal closing. Check that you did not use any contractions.