Writing a Formal Email

When writing a formal email to ask for information (e.g., to a university, hotel, or company), we use specific structures to sound polite and professional.

1. Indirect Questions

Direct questions can sound rude in formal writing. Use indirect questions instead.

• Direct: How much is it?
• Indirect: Could you please tell me how much it is? (Note the word order: Subject + Verb).

2. Passive Voice

We often use the passive voice to sound more impersonal and objective.

• Active: You provide lunch.
• Passive: Lunch is provided.

3. Formal Style

• Avoid contractions (use I am instead of I'm).
• Use formal vocabulary (require instead of need, contact instead of get in touch).
• Start with Dear Sir or Madam if you don't know the name, and end with Yours faithfully.