100+ Free Formal Email Format Templates & Samples

24/07/2025

Write formal and professional email within 5 minutes with EmailFormat.in! Our compilation comprises up-to-date email format templates and samples for 2019-2020 for School, College and Office. To take advantage of these sample email formats, all you need to do is choose a template or sample, copy-paste it and customize it to fit your specific needs.

Email going out to your boss, your clients, your vendors, School-college Principal and your professional contacts on a daily basis. All your emails are important. A good email format template can make or break your communication, but designing and building a template from scratch can be a very time-intensive process. Instead of creating a template from the ground up, let us save you hours of precious time with free email format template resources.Proper email format improves the chances that a recipient will read, respond, and react positively to your email.

What is Email Format?

Email format is a specific way of writing an email. Informal/Casual emails can be written and delivered in any way, but formal emails follow a specific email format. Informal/Casual emails are used while communicating with friends, family or relatives. Formal email format is required while communicating with school or college principal/teachers, offices, and Government departments. Allow yourself enough time to properly format every email you write.

Following are the few important steps about the email format which can make an email look a lot better and professional.

Email Format Samples

Below are the Email Format Samples or templates that you can refer.

Informal Email Format Sample - Leave Application

resignation letter, resignation letter writing format, how to write a simple best resignation letter

Subject: leave

Sir,
I will be ooo tomorrow.
:(
- Janhvi Kapoor

You can't write an informal email to your Manager, Teacher or Principal. Let's look at the "Don'ts" for such email.
Don'ts

You can not set email subject too short. Short subject may lead to a misunderstanding. This indicates that the person writing this email was in hurry and written very casually.
Greeting is wrong and missing on the name as well. This will anger the recipient before they even set about reading the email.
You have not set any background or context.
Do not use abbreviation ('OOO') which runs the risk of the reader misunderstanding or failing to understand your message. Readers may ignore the abbreviation.
Use of Smiley can be very unprofessional sometimes.
Email signature does not include salutation and your contact number.

Let's convert the above email to a formal email by following the below "Do's".

Do's

Select a convincing subject for your e-mail.
Address and greet your recipient in an appropriate manner.
Structure the content in a compact and structured manner. Select a uniform font style and size.
Mention the most important information at the beginning. Set the background or context including your information.
Add the reason for taking a leave so that reader understands it clearly.
End your e-mail with an appropriate salutation and add your e-mail signature.

Formal Email Format Sample - Leave Application

Subject: Request for one day leave

Dear Sir,

I, Janhvi Kapoor, am a student in your school of Class-9 Div-A. I am writing this application to inform you or bring to your notice that my Grandmother is not well and I need to visit her place along with my family.

Sir, I would like to request you to grant me one day leave.

Yours Sincerely,
Janhvi Kapoor

Note: Replace the highlighted text with your respective details

More sample Email Format for all kind of Leave Applications

Resignation Email Format Sample

Hi Vivek Sir ,

I herewith tender my resignation effective from today 09/09/2019 . Thank you for the opportunities professionally and support.

I have updated the my separation in portal with the requested details, kindly approve.

Thanks and Regards,
Sudhir Jamtani

Note: Replace the underlined text with your respective details

More sample Email Format for all kind of Resignation email

Last Working Day Email Format Sample

Hi All,

The time has finally arrived when I write this email with mixed feelings to each one of you. If you are receiving this email, then I’d like to let you know that I will be moving out from this organization as of tomorrow. I’d like to therefore take this opportunity to thank each one of you for being part of my great journey that comes to an end soon. Certainly, would cherish moments of several genres and remember them for a long time to come.

I wish everyone the very best in their personal and professional strands of life, and hope our roads cross someday for the better 😊

Regards,
Medha Naik

Note: Replace the underlined text with your respective details

More sample Email Format for all kind of Last Working Day mails

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Use a Clear Structure and Layout

A professional email should follow a clean structure—start with a subject line, greeting, body, closing, and signature. Use short paragraphs and proper spacing to make it easy to read. Avoid using bright colors or fancy fonts. A clear format reflects professionalism and makes your message more impactful.

Maintain a Polite and Formal Tone

Always use a respectful and professional tone. Avoid slang, emojis, or overly casual phrases. Use complete sentences and polite expressions like “Kindly,” “Please,” and “Thank you.” A formal tone builds credibility and ensures your email is taken seriously, especially when communicating with clients or higher management.

Include a Proper Signature

Your email should end with a clear signature that includes your full name, designation, company name, and contact information. This not only looks professional but also makes it easy for the recipient to respond or follow up. Avoid adding personal quotes or images that can distract from your message.