Writing & Tone
Writing & Tone Library
Professional does not have to mean stiff. Use these guides to choose the right greeting, closing, sentence style, and level of warmth for the person receiving your message.
All Writing & Tone Guides
Does My Email Sound Too Formal?
An email sounds too formal when the wording adds distance or ceremony that the relationship and purpose do not require. Practical examples and a TooFormal score help you choose the right level.
How to Make an Email Sound Less Formal
To make an email less formal, simplify ceremonial phrases, shorten sentences, use contractions, and choose a warmer greeting and closing. Practical examples and a TooFormal score help you choose the right level.
Formal vs. Informal Email Examples
Formal and informal emails can communicate the same information; the difference is how much distance, ceremony, and conversational warmth they use. Practical examples and a TooFormal score help you choose the right level.
Is “Sincerely” Too Formal?
“Sincerely” is formal but still normal for cover letters, applications, official correspondence, complaints, and first-contact professional messages. Practical examples and a TooFormal score help you choose the right level.
Is “Kind Regards” Too Formal?
“Kind regards” is moderately formal: warmer than “Sincerely,” but more polished than “Thanks” or “Best.” Practical examples and a TooFormal score help you choose the right level.
Is “Dear” Too Formal for an Email?
“Dear” is formal but appropriate when the relationship, institution, or message is formal. For ordinary workplace email, “Hi” is usually more natural. Practical examples and a TooFormal score help you choose the right level.
Is “To Whom It May Concern” Too Formal?
“To Whom It May Concern” is very formal and impersonal. Use it only when you truly cannot identify a person, team, or role. Practical examples and a TooFormal score help you choose the right level.
Is “Best Regards” Too Formal?
“Best regards” is moderately formal and works well in professional email when you want to sound polished without the ceremony of “Sincerely.” Practical examples and a TooFormal score help you choose the right level.
Is “Respectfully” Too Formal?
“Respectfully” is highly formal and can sound unusually deferential in ordinary email. It fits official requests, military or government contexts, appeals, and some serious complaints. Practical examples and a TooFormal score help you choose the right level.
Is “Cordially” Too Formal?
“Cordially” is quite formal and has a traditional, invitation-like tone. It can work in ceremonial or official correspondence but often sounds dated in everyday email. Practical examples and a TooFormal score help you choose the right level.
Hello vs. Dear: Which Is More Formal?
“Dear” is generally more formal than “Hello,” especially when paired with a title and surname. “Hello” is neutral and works across a wide range of professional and social messages. Practical examples and a TooFormal score help you choose the right level.
Thanks vs. Sincerely: Which Email Closing Should You Use?
“Thanks” is warmer and more conversational; “Sincerely” is more formal and document-like. The best choice depends on whether the message is a request, an application, or ordinary correspondence. Practical examples and a TooFormal score help you choose the right level.
Email Closing Formality Chart: Best, Thanks, Regards & More
Email closings range from conversational to highly formal. “Thanks” and “Best” are relaxed-professional, “Best regards” and “Kind regards” sit in the middle, and “Sincerely” or “Respectfully” move higher on the formality scale. Practical examples and a Too
How to Make a Message Friendlier
To make a message friendlier, keep the point clear but soften unnecessary stiffness with a warmer opening, natural contractions, appreciation, and a closing that fits the relationship. Practical examples and a TooFormal score help you choose the right level.
How to Make an Email More Professional
A professional email is clear, respectful, specific, and easy to act on. You usually do not need stiff vocabulary or ceremonial phrasing to sound competent. Practical examples and a TooFormal score help you choose the right level.