Writing emails in English may seem easy — just type and send, right? But there’s art behind clarity, tone, etiquette and structure. Whether you’re writing to a colleague, applying for a job, or simply emailing a friend, knowing how to write an email in English — with the right greeting, body, sign-off, and mistakes to avoid — makes a big difference. Let’s dive in.
Why Email Writing Matters
Emails aren’t just messages—they’re impressions. Your words, structure and tone can show you’re professional, clear and respectful. Poor email writing can lead to misunderstandings, missed responses or weakened credibility. On the flip side, a strong email opens doors, builds trust and gets results.
The Basic Structure Of An English Email
All well-written English emails follow the same parts. Understanding this structure makes writing smoother and your message stronger.
Subject Line
This is your first impression. A good subject line is clear, concise and informative. If your recipient doesn’t know why you’re writing, they may not open your email.
Tips: Keep it under ~60 characters. Clearly state your purpose.
Examples:
- “Meeting on Friday: Agenda & Documents”
- “Question About Project Deadline”
- “Thank You for Your Help with XYZ”
Greeting (Opening Salutation)
The greeting sets tone and context. Formal or informal greeting depends on your relationship with the recipient.
Formal examples:
- “Dear Mr. Green,”
- “Dear Dr. Patel,”
- “Dear Ms. Li,”
Semi-formal / less formal: - “Hello Sarah,”
- “Hi Team,”
Tip: Always use the recipient’s name if you know it. If you don’t know the name: “Dear Sir or Madam,” (formal) or “Hello,” (less formal).
Opening Line
Start by introducing your reason for writing.
Example: “I hope this email finds you well. I’m writing to ask about…”
This opening sets a friendly tone and quickly leads into your purpose.
Body of Email
Here’s where you deliver your message. Keep it focused, organised and reader-friendly. Use short paragraphs (2-4 sentences each), clear action items, and avoid unnecessary information.
Structure suggestion:
- Brief context or reminder (“As you know…” or “Following our meeting…”).
- The main point or request (“Could you please…”).
- Additional details or timeline (“If possible, I’d appreciate your response by Tuesday.”).
- Closing statement (“Thank you for your time.”).
Example paragraph:
“I am writing to follow up on our discussion from Tuesday. Could you please confirm whether you will be able to deliver the draft by next Monday, 12 July 2026? If not, I’d appreciate it if you could suggest an alternative date. Thank you for your assistance.”
Sign-Off (Closing)
End your email politely and professionally.
Formal closings: “Sincerely,” “Kind regards,” “Yours faithfully,”
Less formal: “Best regards,” “Thanks,” “Best,”
Then include your name and relevant contact details (job title, company, phone number if needed).
Example sign-off:
“Best regards,
Jane Miller
Project Manager | ABC Solutions
+1 555-1234”
Formal vs Informal Emails In English
Understanding when to use formal or informal style helps you match the tone to the situation.
Formal Email Features
- Full greeting with title and surname
- Complete sentences, no slang
- Structured, professional tone
- You include your full name and title
Use this for: job applications, emails to clients, official correspondence
Informal Email Features
- Greeting with first name or nickname
- Friendly tone, shorter sentences
- Maybe a conversational phrase (“Hope you had a great weekend!”)
- Sign-off can be simple (“Thanks, Mark”)
Use this for: colleagues you know well, friends, social groups
Useful Email Phrases You Can Copy
Here are phrases that make your writing smoother:
| Situation | Phrase | Use-case |
| Introducing yourself | “My name is ___ and I’m contacting you about…” | When reaching out to someone new |
| Making a request | “Could you please…” / “I would appreciate it if you could…” | When you need something |
| Giving information | “Please find attached…” / “I have included…” | When you attach files or share details |
| Proposing a time | “Would [date/time] work for you?” | Scheduling meetings |
| Closing politely | “Thank you for your attention to this matter.” | Closing body |
| Offering help | “Should you require any further information, please let me know.” | Ending with openness |
Common Mistakes Learners Make And How To Avoid Them
- Too long paragraphs: Big blocks make readers lose focus. Keep 2-4 sentences.
- Missing subject line or vague subject: Get right to the point in the subject.
- Using slang in formal emails: Stay professional unless the context is very informal.
- No greeting or no sign-off: Always include both—this frames your message.
- Poor formatting: Use line breaks, simple font, and check attachments.
- Sending without proofreading: Typos and mistakes reduce credibility.
- Wrong tone: Being too casual with someone you don’t know can seem disrespectful.
Practice Exercises
Exercise A: Rewrite the email
Original:
“hi john, i wanted to ask if we can meet next week about the project. let me know. thanks, lisa”
Rewrite formally.
Exercise B: Choose a closing
Which sign-off suits the following? Pick from: Kind regards / Cheers / Sincerely / Best
- Email to CEO you’ve not met
- Email to team member you know well
- Email to client after delivering a report
Exercise C: Write your own email
Scenario: You need to request time off from your manager for two days next month. Write a clear, polite email.
Yak’s Final Chewables
Mastering how to write an email in English takes more than typing words—it takes good structure, friendly tone, and thoughtful phrasing. Whether you’re reaching out for business or catching up with a colleague, follow the patterns above and you’ll look sharp. And remember: even the most casual email benefits from a quick proof-read. Even a yak checks its footprints — you should check your spelling.