EduCareer

Writing a Formal Email or Letter

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B2 (Upper-Intermediate)Writing

Writing a Formal Email or Letter

A formal email or letter is essential for the real world: job applications, complaints, enquiries, and official requests. It follows a fixed structure and a formal register. This lesson gives you a template you can adapt to almost any formal situation.

A formal email or letter is essential for the real world: job applications, complaints, enquiries, and official requests. It follows a fixed structure and a formal register. This lesson gives you a template you can adapt to almost any formal situation.

1. The structure of a formal letter/email

Part Example
Greeting Dear Mr Khan, / Dear Sir or Madam,
Opening (reason for writing) I am writing to enquire about… / to complain about… / to apply for…
Main body details, clearly organised in paragraphs
Closing line I look forward to hearing from you.
Sign-off + name Yours sincerely, / Yours faithfully,

2. Opening lines by purpose

Purpose Opening line
Enquiry I am writing to enquire about…
Application I am writing to apply for the position of…
Complaint I am writing to express my dissatisfaction with…
Request I would be grateful if you could…

3. Polite, formal language

Formal writing uses indirect, polite forms and no contractions.

Instead of… Write…
Send me… I would be grateful if you could send…
I want… I would like…
Can you…? Could you please…?
Sorry, but… I regret to inform you that…
Sincerely vs. faithfully (again)Named person (“Dear Ms Ali,”) → “Yours sincerely,”. Unknown person (“Dear Sir or Madam,”) → “Yours faithfully,”. This detail is often tested in B2 exams.

4. A model formal email

Model emailSubject: Enquiry about English courses

Dear Sir or Madam,
I am writing to enquire about the English courses offered at your school. I would be grateful if you could send me information about course dates, fees, and levels. In addition, I would like to know whether online classes are available.
I look forward to hearing from you.
Yours faithfully,
Aisha Hassan

Tutor tip for Arabic speakersFormal English letters are shorter and more direct than traditional formal Arabic letters — state your reason for writing in the very first line. Keep the register consistent: no contractions, no slang, polite indirect forms (“I would be grateful if…”). And memorise the sincerely/faithfully rule — it is a small thing that examiners and employers notice immediately.

Examples from EduCareer

  • Opening: I am writing to apply for the position of English tutor.
  • Polite request: I would be grateful if you could confirm the start date.
  • Closing: I look forward to your reply. Yours sincerely, Omar Ali
Common mistakes

Hi, I wanna know about your courses.  →  Dear Sir or Madam, I am writing to enquire about your courses.

Dear Sir or Madam, … Yours sincerely,  →  Dear Sir or Madam, … Yours faithfully,

Send me the info fast.  →  I would be grateful if you could send me the information.

(no subject line, no sign-off)  →  Add a clear subject line and a formal sign-off + name.

Check your understanding

Answer the questions below. You will see instantly if you are right.

1.A formal letter is used for:
Formal situations like applications and complaints.
2.Which greeting is formal?
"Dear Sir or Madam," is formal.
3.A good opening line states:
"I am writing to enquire about..."
4.Formal opening for a complaint:
Formal, polite complaint opener.
5.Named person greeting closes with:
Named \u2192 Yours sincerely.
6."Dear Sir or Madam," closes with:
Unknown name \u2192 Yours faithfully.
7.Formal version of "Can you...?"
"Could you please...?" is polite/formal.
8.Formal version of "I want":
"I would like" is formal.
9.Should formal letters use contractions?
Avoid contractions in formal writing.
10.Formal opening for an application:
Formal application opener.
11.Fix: "Send me the info fast."
Polite, indirect formal request.
12.Which closing line is formal?
A standard formal closing line.
13.A formal email should include:
A clear subject line orients the reader.
14.Fix: "Hi, I wanna know about your courses."
Formal greeting + opening.
15."I would be grateful if you could..." is:
A polite formal request form.
16.Which pair matches?
Named person \u2192 Yours sincerely.
17.Formal version of "Sorry, but..."
"I regret to inform you that..." is formal.
18.The body of a formal letter should be:
Organised, clear paragraphs.
19.Formal letters compared to Arabic formal letters are usually:
State your reason directly and early.
20.Best formal enquiry email opening:
Formal greeting + clear reason for writing.

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