How to write a formal email in English and Arabic
The structure of a formal email step by step, with ready opening and closing phrases and mistakes to avoid.
5 min read · Updated October 2026
Quick answer
A formal email has: a clear subject, a formal greeting, a short opening, the main point in one or two paragraphs, a clear request, a polite closing and a signature with your name, title and phone. Ideally send it from a formal email on your company domain.
Ready phrases
Opening
Asking
Following up
Apologising
Closing
Attachments
Send your emails from a formal company address
Order on WhatsAppFormal email structure
- 1
Subject line
Short and clear: "Quote request — office printers".
- 2
Greeting
"Dear Mr. Ahmad" or "Dear Hiring Manager".
- 3
Opening
Introduce yourself and the reason in one line.
- 4
Main point
One or two paragraphs, short sentences, specific facts.
- 5
Request or next step
What you need and by when: "Please reply by Thursday".
- 6
Closing and signature
"Kind regards" then name, title and phone.
Mistakes to avoid
- Sending from a free address with random numbers
- Empty subject or just "Hi"
- Emojis and slang
- One long block of text
- Forgetting the attachment you mention
- No signature
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