Professional Email Writing: Formal and Informal Templates
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Professional and Casual Email Correspondence
Salutations
Formal: Dear Mr./Ms. [Name],
Informal: Hi [Name], / Hello [Name], / [Name],
Previous Contact
- Formal: Thank you for your email of [Date]. / Further to your last email. / I apologize for not getting in contact with you sooner.
- Informal: Thanks for your email. / Re: your email. / Sorry I haven't written for ages, but I've been really busy.
Reason for Writing
- Formal: In reply to your email, here are... / Your name was given to me by... / We would like to point out that...
- Informal: Just a short note about... / I'm writing about... / Here is the [item] you wanted. / I got your name from... / Please note that...
Giving Information
- Formal: I am writing to let you know that... / We are able to confirm that... / I am delighted to tell you that... / We regret to inform you that...
- Informal: Just a note to say... / We can confirm that... / Good news! / Unfortunately...
Attachments
- Formal: Please find attached my report. / I am sending you [document] as a PDF file.
- Informal: I've attached... / Here is the [item] you wanted.
Asking for Information
- Formal: Could you provide some information about...? / I would like to know... / I am interested in receiving...
- Informal: Can you tell me a little more about...? / I'd like to know... / Please send me...
Requests
- Formal: I would be grateful if you could... / I wonder if you could... / Do you think I could have...? / Thank you in advance for your help in this matter.
- Informal: Please could you...? / Could you...? / Can I have...? / I'd appreciate your help on this.
Promising Action
- Formal: I will investigate the matter. / I will contact you again shortly.
- Informal: I'll look into it. / I'll get back to you soon.
Offering Help
- Formal: Would you like me to...? / If you wish, I would be happy to...
- Informal: Do you want me to...? / Let me know if you'd like me to...
Final Comments
- Formal: Thank you for your help. / Do not hesitate to contact us again if you require any further information. / Please feel free to contact me if you have any questions. My direct line is...
- Informal: Thanks again for... / Let me know if you need anything else. / Just give me a call if you have any questions. My number is...
Closing
- Formal: Best wishes / Regards
- Informal: Best wishes to... / Speak to you soon / See you soon / Bye for now / All the best.