Start with the person you’re writing to. If it’s someone you’ve never met—like a potential employer, teacher, or supervisor—go formal. This helps set the right first impression.

Use a clear greeting such as:

  • Dear Mr. Kumar
  • Dear Dr. Singh
  • To Whom It May Concern (if you don’t know the name)

Avoid contractions like I’m or can’t. Instead, write I am or cannot. Use complete sentences and check your spelling and grammar carefully.

Example:

Regretfully, I will not be able to attend the session. Please let me know if an alternative time is available.

Close the email professionally:

  • Thank you for your time.
  • Best regards,
  • Sincerely,

Also, don’t forget to add your contact information, especially when reaching out for the first time. It makes it easy for the person to follow up with you.

When Is a Casual Tone OK?

If you're writing to a friend, family member, or someone you’ve worked with for a long time, a casual tone is fine. This also applies to coworkers you speak with regularly.

How formal should an email be examples

Use relaxed language and a friendly tone, like:

Hey Raj, I’ll send the file tomorrow. Let me know if you need anything else 😊

Still, even in casual emails at work, stay respectful and avoid gossip or rude remarks. Keep things polite and professional—no matter how informal your tone is.

Match the Other Person’s Tone

If you’re replying to someone, mirror their tone. Did they use “Hi” and your first name? You can likely do the same. Did they keep the message light and short? You can follow their lead.

Matching tone keeps things balanced. Just make sure you don’t drop too far into being overly casual. Avoid slang, jokes that could be misunderstood, or anything that might seem unprofessional later.