You write emails to your boss, your teacher, your friends… but do you change your style? In English, formal and informal emails use different words, tone, and structure. Today, you’ll learn when to use each style, the key phrases to sound natural, and how to make polite requests. We’ll practice with short, realistic exercises so you can apply this immediately.

When to use formal vs. informal

Use formal style for work, school, or communicating with people you don’t know well (a manager, a client, a professor). Use informal style for friends, close colleagues, or casual situations.

Formal style feels polite, clear, and professional. Informal style feels friendly, relaxed, and personal.

Essential email vocabulary

Here are useful words and phrases you’ll see in both styles, with notes on when to use them.

you send me the report by Friday?

Greetings and closings

• Formal greetings: “Dear Ms. Garcia,” “Dear Sir/Madam,” (if you don’t know the name)

• Informal greetings: “Hi Ben,” “Hello Emma,”

• Formal closings: “Kind regards,” “Best regards,” “Sincerely,”

• Informal closings: “Thanks,” “Cheers,” “See you,”

Kind ,

Please find the file.

Making polite requests and giving information

Formal emails often use softer language to be polite:

• “Could you please…?”
• “Would it be possible to…?”
• “I’m writing to request…”

Informal emails can be shorter:

• “Can you send it?”
• “Please send me the file.”
• “Let me know.”

Giving reasons and next steps

• Formal: “I am unable to attend due to a schedule conflict.”

• Informal: “I can’t make it because I’ve got another meeting.”

• Formal: “Please let me know if you require any further information.”

• Informal: “Let me know if you need anything else.”

Structure of a clear email

1. Subject line: specific and brief.
2. Greeting: “Dear Ms. …” / “Hi …”
3. Opening line: purpose (“I’m writing to…”)
4. Details: what, when, how
5. Action: request or next step (“Could you…?”)
6. Closing: thanks + sign-off (“Best regards,”)

Keep paragraphs short. Use bullet points for lists. Avoid long sentences.

I wait your reply. → I look forward to your reply. Common phrase for formal closing: “I look forward to your response.” Please send me the informations. → Please send me the information. “Information” is uncountable; do not add -s. Thanks in advance for your kindly help. → Thanks in advance for your help. “Kindly” is rarely used this way; sounds unnatural.

Mini templates you can reuse

Formal

Subject: Request for updated schedule

Dear Ms. Patel,

I am writing to request the updated schedule for next week’s training. Could you please send it by Wednesday? Please let me know if you require any additional details.

Best regards, Sofia Martinez

Informal

Subject: Meeting later?

Hi Ben,

Can we meet at 6 today to go over the slides? Let me know what works.

Thanks, Sofia

Quick style checklist

• Formal: No contractions, polite modals, precise vocabulary, clear structure.
• Informal: Contractions, friendly tone, shorter sentences.
• Attachments: Mention them (“Please find the attached file.”).
• Tone: Be polite, avoid ALL CAPS and too many exclamation marks!!!
• Time: Use clear formats (Fri, 9:30 am).

Final practice

Try this: You need to ask your professor for an extension until Monday. Write a formal email using: greeting, purpose, request with “Could you…?”, reason, closing, and “Best regards,”.

Then rewrite it informally to a classmate asking for notes.

You’ve got the tools—now open your inbox and practice. The more emails you write, the more natural your tone will feel. You’re ready!