Formal versus Informal Emails: Email Writing Tips for Business English

Introduction

This tutorial provides a comprehensive guide on writing formal and informal emails in business English. Understanding the differences between these two styles of communication is crucial for effective professional interactions. By following these steps, you will enhance your email writing skills, ensuring your messages are appropriately styled for any situation.

Step 1: Understand the Differences Between Formal and Informal Emails

• Formal Emails:

  • Used in professional settings or when communicating with individuals you don't know well.
  • Typically structured, polite, and may require specific salutations and closings.

• Informal Emails:

  • Used among colleagues, friends, or acquaintances where a casual tone is acceptable.
  • More relaxed in terms of structure and language.

Step 2: Determine When to Use Formal Emails

Use formal emails in the following situations

• Communicating with clients or stakeholders.
• Sending official notices or requests.
• Addressing someone in a higher position or authority.
• When you are unsure of the recipient's preferences.

Step 3: Determine When to Use Informal Emails

Informal emails are appropriate for

• Communication with colleagues or team members.
• Casual updates or friendly exchanges.
• When you have an established rapport with the recipient.

Step 4: Structure a Formal Email

Components of a Formal Email

• Subject Line: Clear and concise.
• Salutation: Use titles (Mr., Ms., Dr.) followed by the last name. For example, "Dear Mr. Smith."

Body

• Start with a polite opening.
• Clearly state the purpose of your email.
• Use formal language and avoid slang.
• Closing: Use a formal closing (Sincerely, Best regards) followed by your full name and job title.

Example of a Formal Email

Subject: Project Update

Dear Ms. Johnson,

I hope this message finds you well. I am writing to provide you with an update on the project status. 

Currently, we are on track to meet our deadlines. Please let me know if you have any questions.

Sincerely,
John Doe
Project Manager

Step 5: Structure an Informal Email

Components of an Informal Email

• Subject Line: Friendly and straightforward.
• Salutation: First name or a casual greeting (Hi, Hello).

Body

• Start with a friendly opening.
• Use a conversational tone and personal anecdotes if relevant.
• Closing: Casual closing (Cheers, Best) followed by your first name.

Example of an Informal Email

Subject: Quick Check-In

Hi Sarah,

Hope you’re doing well! Just wanted to check in and see how the project is going. 

Let’s catch up soon!

Cheers,
John

Step 6: Identify Formal and Informal Emails

Look for clues in the language and structure

• Formal emails will have complete sentences, no contractions, and a structured format.
• Informal emails may include slang, contractions, and a more casual tone.

Step 7: Transitioning from Formal to Informal Emails

• Start with a formal tone and gradually shift to informality as rapport builds.

Use friendly phrases to signal the transition

• "By the way..."
• "Just wanted to add..."

Pro Tip

• Always double-check the recipient's email style. If they initiate with a formal tone, respond in kind until a more casual approach is established.

Conclusion

Mastering the art of writing both formal and informal emails is essential for effective communication in the business world. By understanding when to use each style and following the outlined structures, you can enhance your professional interactions. Practice writing emails in both formats to become more comfortable and confident in your communication skills.