Formal Emails
Professional email template
A professional email is more about structure than fancy vocabulary. This page shows the shape a good work email takes, subject line, greeting, purpose, body, ask, sign-off, with copy-paste templates for the most common cases, plus a free AI tool to generate a customized version from your notes.
The structure that works
1. Subject line, one short phrase describing the ask. 2. Greeting, Dear [Name] / Hi [Name]. 3. One-sentence purpose, why you are writing. 4. Body, the details, kept to short paragraphs. 5. Clear ask, what you need and by when. 6. Sign-off, Best regards / Thank you, plus your name.
When to use which greeting
Dear [Name] for a first message, formal request, or someone senior. Hi [Name] for ongoing threads, peers, and internal teams. Avoid 'Hey' outside of casual peer chat.
Example
Request template · Input
Purpose: ask my manager to reschedule tomorrow's 3pm meeting because of a family matter.
Result
Subject: Request to Reschedule Tomorrow's 3 PM Meeting Dear [Manager], I hope this message finds you well. I am writing to ask whether we could reschedule tomorrow's 3 PM meeting, as a family matter requires my attention that afternoon. Would later in the week work for you? I will make sure to be fully prepared for the rescheduled time. Thank you for your understanding. Best regards, [Your Name]
Try it now
Free · no sign-up · English and Bahasa Indonesia.
Frequently asked questions
- Do I need a subject line for internal emails?
- Yes. Even a short one, 'Quick update: Q3 forecast', helps the recipient scan and reply faster.
- How long should a professional email be?
- Short enough to read in under 30 seconds. If it is longer, split it into paragraphs and put the ask up top.
The tool behind this page
FormalizeTurn casual writing into polished professional text.More in Formal Emails
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