Formal emails: “Dear Ms Smith” and “Best regards”

The rule

Open with Dear + title + surname (Dear Ms Smith,), or Dear Sir or Madam, when you don't know the name. Give your reason with I am writing to + verb, end with I look forward to hearing from you. and sign off with Best regards, and your name.

In Arabic and French we call a teacher أستاذ or Monsieur, so learners write Hi teacher. Others translate word for word: I write you to…, Waiting your answer. English uses fixed phrases, and a reader notices at once when they are missing.

Examples

In a conversation

A: How do I start this email to the course manager?

B: Write “Dear Ms Smith” and then “I am writing to ask about…”

A: And how do I finish it?

B: With “I look forward to hearing from you” and “Best regards”.

Practice

Choose the best answer. The answers are at the end of the lesson.

1. ___ I am writing about my exam results.
   • a) Dear Ms Smith,
   • b) Hi teacher,
   • c) Hello Smith,
2. I ___ to ask about the evening classes.
   • a) write you
   • b) am writing
   • c) am write
3. I look forward to hearing from you. ___ Omar
   • a) Waiting your answer,
   • b) See you,
   • c) Best regards,

Tip

After look forward to, use -ing: I look forward to hearing from you, not to hear. In British English, Mr and Ms have no full stop.

Answers

1. a) Dear Ms Smith,. A formal email starts with Dear + title + surname.
2. b) am writing. The fixed phrase is “I am writing to”.
3. c) Best regards,. Best regards is a polite, formal sign-off.

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