alt="English Grammar Rules for Writing Formal Emails"

English Grammar Rules for Writing Formal Emails

English Learning

Writing a formal email is an important skill for students, job seekers, and working people.

A formal email is different from a friendly email or message.

In formal emails, we must follow grammar rules, polite words, and a clear structure.

Many students feel nervous when they have to write emails to teachers, principals, or office managers.

But with some simple grammar rules, you can write a professional email with confidence.

In this blog post, we will learn the most important English grammar rules for writing formal emails.

I will explain them in very simple language so that you can understand and use them easily.

1. Use the Correct Subject Line

The subject line is the first thing a person sees in your email. It should be short and clear. Do not write long sentences here. Use simple nouns or short phrases.

Examples:

  • Wrong: “Hello sir I want to tell you that I cannot come to school tomorrow because I am not feeling well”

  • Correct: “Leave Application for Tomorrow”

  • Wrong: “I am sending you the file that you asked me to send yesterday in class”

  • Correct: “Assignment Submission – English Project”

Grammar Tip: Use capital letters for the first word and important words. Do not use small letters only.

2. Begin with a Proper Greeting

In formal emails, always start with a polite greeting. Do not write just “Hi” or “Hello”. Instead, use respectful words.

Examples:

  • Dear Sir,

  • Dear Madam,

  • Respected Principal,

  • Dear Mr. Sharma,

  • Dear Ms. Gupta,

Grammar Tip: Always use a capital letter for the first word of the greeting (Dear, Respected) and for the person’s name or title (Sir, Madam, Mr., Mrs., Ms.).

3. Use Simple and Complete Sentences

Many students write emails in short forms or half sentences, like chatting with friends. This is not correct for formal emails. In formal emails, always write complete sentences with subject + verb + object.

Examples:

  • Wrong: “Not coming tomorrow.”

  • Correct: “I will not be able to come tomorrow.”

  • Wrong: “Send file ASAP.”

  • Correct: “I am sending the file as you requested.”

Grammar Tip: Do not use SMS language (u, pls, asap). Always write full words (you, please, as soon as possible).

4. Use the Correct Tense

The tense of your sentences must be correct. Use:

  • Present tense for things happening now.

  • Past tense for things already done.

  • Future tense for things that will happen.

Examples:

  • Present: “I am writing this email to request leave.”

  • Past: “I submitted the report yesterday.”

  • Future: “I will attend the meeting tomorrow.”

Grammar Tip: Be careful about verb forms. Do not mix past and present wrongly.

5. Keep the Tone Polite

Politeness is very important in formal emails. Even if you are upset, you must use polite words. Use please, kindly, could you, I request you.

Examples:

  • Impolite: “Send me the file soon.”

  • Polite: “Could you please send me the file at your earliest convenience?”

  • Impolite: “I want holiday.”

  • Polite: “I request you to kindly grant me leave.”

Grammar Tip: Use modal verbs like could, would, may, might to make sentences softer and more polite.

6. Avoid Contractions

In informal writing, we use contractions (I’m, don’t, can’t, it’s). In formal emails, try to avoid them. Use full forms.

Examples:

  • Informal: “I can’t attend the class tomorrow.”

  • Formal: “I cannot attend the class tomorrow.”

  • Informal: “I’m writing to inform you…”

  • Formal: “I am writing to inform you…”

Grammar Tip: Using full forms looks more serious and professional.

7. Be Careful with Punctuation

Punctuation marks (., ? , !) are very important in emails. Wrong punctuation can make your message confusing.

Rules to Remember:

  • Always end sentences with a full stop (.)

  • Use a comma (,) after greetings (Dear Sir,)

  • Use question marks (?) only for questions

  • Do not use too many exclamation marks (!).

Examples:

  • Wrong: “Dear Sir I am not coming tomorrow”

  • Correct: “Dear Sir, I am not coming tomorrow.”

  • Wrong: “Can you please send me the file.”

  • Correct: “Can you please send me the file?”

8. Keep Paragraphs Short

A formal email should not look like one long paragraph. Break your message into small parts. Usually, use 3 parts:

  1. Introduction – Why you are writing.

  2. Details – The main information.

  3. Closing – Polite ending.

Example:

Dear Madam,

I am writing this email to request leave for two days.

I am unwell and the doctor has advised me to take rest. Therefore, I will not be able to attend school on Monday and Tuesday.

I request you to kindly grant me leave.

Yours sincerely,
Rahul Sharma

9. Use Formal Closing Lines

Do not end the email with “Bye” or “See you”. Instead, use formal closing lines.

Examples:

  • Thank you for your time.

  • Looking forward to your reply.

  • I shall be grateful for your help.

  • Thank you for your consideration.

Grammar Tip: Always use a capital letter at the beginning of the closing line.

10. Sign Off Properly

At the end of the email, use polite sign-offs. Then write your name.

Examples:

  • Yours sincerely,

  • Yours faithfully,

  • Best regards,

  • Kind regards,

Then write your full name below.

Example:

Yours sincerely,
Anita Verma

11. Avoid Slang and Informal Words

Do not use words like gonna, wanna, dude, hey. These are informal. Always choose simple and formal words.

Examples:

  • Informal: “Hey, I’m gonna be absent tomorrow.”

  • Formal: “Dear Sir, I will not be able to attend class tomorrow.”

Grammar Tip: Simple words are better. Do not try to use very difficult words.

12. Check for Spelling Mistakes

Spelling errors make a bad impression. Always check your email before sending. Use a dictionary or spell checker.

Examples:

  • Wrong: “I recived your massage.”

  • Correct: “I received your message.”

  • Wrong: “Please acept my applogies.”

  • Correct: “Please accept my apologies.”

13. Avoid Repetition

Do not repeat the same words many times. Try to use synonyms or shorter sentences.

Example:

  • Wrong: “I am writing this email to say that I am writing to inform you about my leave.”

  • Correct: “I am writing to inform you about my leave.”

14. Keep It Short and Clear

Do not write very long emails. A good email is short, simple, and clear. Most formal emails should be less than 200 words.

Example:

Dear Sir,

I am writing to request permission to submit my assignment on Friday instead of Wednesday. I was unable to complete it due to illness. I request your kind understanding.

Yours sincerely,
Rohit Kumar

15. Common Mistakes to Avoid

  1. Do not use WhatsApp style (emojis, short forms).

  2. Do not forget capital letters for names and titles.

  3. Do not write in all caps (LIKE THIS). It looks rude.

  4. Do not forget to mention your name at the end.

  5. Do not send without reading again (proofreading).

Final Example of a Good Formal Email

Subject: Leave Application for Two Days

Dear Principal,

I am writing to request leave for two days, 5th and 6th September, as I am unwell. The doctor has advised me to take rest. I will return to school on 7th September.

I request you to kindly grant me leave.

Thank you for your consideration.

Yours sincerely,
Ritika Sharma

Conclusion

Writing formal emails is not very difficult if you remember these grammar rules. Always use polite language, correct tenses, full sentences, and proper greetings.

Keep your email short, clear, and respectful. With practice, you will become confident and professional in your writing.

Remember: Formal emails show your respect and seriousness. Good grammar makes your email strong and impressive.

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Manoj Sharma is an English teacher and soft skills trainer with more than 10 years of experience in teaching students of different age groups and levels. He specializes in spoken English, vocabulary building, grammar, phrasal verbs, and daily-use English.

Through his website Love You English, he helps learners speak English confidently using simple explanations, real-life examples, and easy learning techniques. His goal is to make English learning practical, enjoyable, and stress-free for students, job seekers, and professionals.