B1 ⏱ 5 minutes

Email Writing: Formal vs Informal

When I first arrived in Sydney and was looking for work in hospitality, I wrote job application emails in what I thought was perfect English. One email started: “Dear Mr Johnson, I am writing to you because I want the job.” My manager — who became a mentor — pulled me aside and said, very kindly: “It needs work.” He showed me the difference between saying what you mean and saying it in the register the reader expects. That afternoon changed every professional email I’ve written since.

Lesson Aim: Understand the difference between formal and informal email register, and write appropriately for each context.

What Is Register?

Register is the level of formality in your language. In emails, register affects your choice of greeting, vocabulary, sentence structure, and sign-off. Using the wrong register is one of the most common mistakes in professional English.

Side-by-Side Comparison

Element	Formal	Informal
Salutation	Dear Mr Johnson, / Dear Sir or Madam,	Hi Tom, / Hey,
Opening line	I am writing with regard to… / I am writing to enquire about…	Just wanted to check in about… / Hope you’re well!
Vocabulary	commence, obtain, require, inform, enquire	start, get, need, tell, ask
Contractions	None — write I am, I would	Freely used — I’m, I’d, it’s
Tone	Neutral, polite, objective	Warm, direct, personal
Sign-off	Yours sincerely, / Kind regards, / Best regards,	Cheers, / Take care, / Speak soon,

Model Emails — Same Message, Different Register

Formal version:

Dear Mr Johnson,

I am writing to express my interest in the position of Bar Supervisor, as advertised on your website. I have five years of experience in fine-dining hospitality and hold a current RSA certificate. I would welcome the opportunity to discuss my application at your convenience.

Yours sincerely,
Sourov Deb

Informal version (to a friend about the same job):

Hey Marcus,

Just spotted a bar supervisor role at that place we were talking about — thought I’d go for it. Sending my CV over today. Fingers crossed! Will let you know how it goes.

Cheers,
Sourov

Practice Task — Rewrite in Formal Register

Rewrite these five informal phrases in formal English. Think about vocabulary, contractions, and tone.

#	Informal phrase	Your formal version
1	I want to know about the job.
2	Can you send me the stuff ASAP?
3	I’m sorry for the late reply.
4	Let me know if you need anything.
5	Thanks a lot!

Show Model Answers

#	Informal	Formal
1	I want to know about the job.	I am writing to enquire about the advertised position.
2	Can you send me the stuff ASAP?	Could you please forward the relevant documents at your earliest convenience?
3	I’m sorry for the late reply.	I apologise for the delay in responding to your message.
4	Let me know if you need anything.	Please do not hesitate to contact me should you require any further information.
5	Thanks a lot!	Thank you very much for your assistance.

Quick Rule

Not sure which register to use? Ask: Do I know this person? Have we met in person? Would I call them by their first name?
If yes to all three → informal is probably fine.
If no to any one → default to formal until they invite a more relaxed tone.

Takeaway

Register is not about being stiff or cold — it’s about showing that you understand your reader and the relationship. A perfectly written informal email to a manager who expects formality is worse than a slightly imperfect formal email. Get the register right first; polish the vocabulary second.

Independent project. Not affiliated with, endorsed by, or accredited by Cambridge University Press & Assessment. Confers no qualification.

Email Writing: Formal vs Informal (B1)

Email Writing: Formal vs Informal

What Is Register?

Side-by-Side Comparison

Model Emails — Same Message, Different Register

Practice Task — Rewrite in Formal Register

Quick Rule

Takeaway

Find out what your English actually produces.

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