Tuesday, January 5

Formal and Informal emails

Posted by : Admin | Published on : 05 January | Label :

Formal and informal emails

Present days email has become the leading form of communication. Writing a professional email is now a critical skill for both a student and an employee.

Emails are related to the situation, so while drafting a message, don’t ignore to consider your relationship with email recipient. May be he is your manager or colleague in office or possible business partner. This consideration will help you to groom your emails formality. Best suggestion is to follow always formal emails instead of informal emails for everyone, even for friends and relatives also.

Here in this article, you will get to know about formal email and informal email, difference between formal email and informal emails, and formal and informal email examples.

There are two types of emails, i.e. formal emails and informal emails. Let’s discuss both in detail;

What is formal emails?

The formal emails are intended for business or professional use. These emails have simple language and are easy to read and understand.

Let understand formal emails in detail.

Formal emails follow the professional language, with a predefined format for an official purpose. It can be a reference email, query email, complaint email, or any other official email. Business and education related all emails are formal.

While writing a formal email following points to be keep in the mind;
  • Message should be in predefined format.
  • Don’t use unnecessary words in email.
  • Email message should be related and purely focus on the email subject.
  • It should be written in systematic way.
  • Write complaint email also in polite manner.
  • Avoid grammar and spelling mistakes.

What is informal emails?

Informal emails are intended for friends and relatives. These emails are used for personal messages and have an unplanned or an emotional tone.

Let understand informal emails in detail.

Informal emails follow the unprofessional language. There is no precise format approved for writing this type of email. This type of emails is written to someone whom we know very well and are close to us. Informal emails are used mostly for conveying messages, sharing news, giving guidance, praising the recipient, requesting information, asking general queries, etc. This type of personal emails is written to the people you are familiar like friends, relatives, parents, etc.

While drafting an informal email make use of personal or emotional tone. You can also use everyday terms, abbreviations, etc. depending on the closeness with the recipient.

Difference between formal and informal emails

Important difference between formal and informal emails are mentioned below;

  • Formal emails are written in formal language in pre-defined format.
Informal emails are written in a friendly way; to someone whom you are familiar.

  • Formal emails are written for official purpose or professional messages.
Informal emails are used for casual or personal messages.

  • Formal emails are written in predefined format.
Informal emails don’t follow any format.

  • Formal emails are used for writing emails related to businesses or occupational (emails to business partners, dealers, clients, etc.) and for writing email related to educational (email related to job application, admission, etc.).
Informal emails are used for writing emails to friends, relatives, colleagues, etc.

  • Formal emails are generally written in the third person, but business emails are written in first person.
Informal emails are written in all the three persons i.e. first, second and third.

  • Passive voice is used for writing formal emails.
Active and authoritative voice is used for writing informal emails.

  • Formal emails use full forms and don’t use contraction like; didn’t, can’t and other abbreviations.
Informal emails use contraction, idioms, expressive verbs and slangs.

  • Formal email has long and complex sentences.
Informal email has small and simple sentences.

  • For formal emails accuracy and grammar is important. Have to consider spelling and punctuation.
For informal emails accuracy and grammar is not important.

  • ‘Dear, ‘Respected’ is the salutation of formal emails.
‘Hi’, ‘Hay’, ‘Hello’ is the salutation of informal emails.

  • ‘Thanks’, ‘Regards’ is the closing of formal emails.
‘Bye’, ‘With love’ is the closing of informal emails.

Formal email vs Informal email
Formal email vs Informal email

Formal email example

Dear Mr. Michael,

I was unable to attend seminar today because of some other important project works. When you have some time, could you please share with me the details of the seminar?

Thanks and Regards,
John Smith

Informal email example

Hi Mary,

I am missing you so much! So long we didn’t visit anywhere! I miss you my partner! Maybe we can plan to go to the movie. Will catch up you tomorrow.


Love ya,


Before writing an email first you should recognize, whom you want to write an email or who is your recipient. Choose formal email format for a recipient with whom you have professional relationship, whereas choose informal email format for a recipient with whom you have friendly relationship.

Please visit "Structure of an email" to know more details about email writing.


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