10 tips for writing an email in English

Emails have become an important part of our daily lives. We use them to connect with friends and family and communicate with our colleagues at work. In 2022, there were 4.26 billion email users worldwide, and this number is expected to reach 4.73 billion users by 2026. As a result, emails have become a really popular way to connect with people, especially at work, since they allow you to talk to people both locally and internationally. However, writing good work emails in English can be difficult if you're still learning this global language. Don't worry, though – we've got you covered! Today, we'll give you ten tips for writing an email in English. 

The basic format for writing an English email

Before we learn about the tips for writing an email, it’s important to understand the different parts of a professional email. There are usually five main parts, but they can change based on who you're emailing and why. Let's learn more about these formats and write professional English emails. 

  1. Greeting: This part is about how you say hello to the person you're emailing. Your greeting should be polite and professional so that the person you're emailing feels respected and valued.
  2. Introduction: Here, you explain the reason for your email and give the reader/recipient background information if needed. It can be anything from following up on an earlier conversation to mentioning an attachment in the opening line or even asking a question.
  3. Body: This is where you write the main part of your message. The key thing is to be clear and not write too much because people might not have the time to read long emails. If you have a lot of things to say, you can use bullet points or lists to make it easier to read.
  4. Closing: It's important to say goodbye to the person you are emailing and you can also end your email by thanking them for their time. There are different ways to do this, like saying "Thank you," "Best regards," or "Sincerely."
  5. Signature: When you send an email, it's important to include your full name and any contact information the reader might need to reach you. This is called a signature. It helps the reader know who sent the message and how to contact you if they have any questions.

Now that you understand the basic structures of an email, let's look at some helpful tips for writing good English emails for work. 

Tips for writing an email in English for working professionals

Here are ten useful tips for writing an email in English for work that are easy to understand, get your point across, and help you to avoid any issues. Let's get started!

1. The subject line should explain what the email is about

The subject line is the first thing the reader sees. So, you need to make sure that it is clear and to the point. Instead of just saying "Hi," you can write something like "Meeting reminder: Discussion about the social calendar." Keep it short and sweet!

2. Greet the reader properly and in a respectful manner

Start your email with a friendly greeting to create a good impression. If you're writing a formal email, you can use "Dear" followed by the person's name, like "Dear Jessica" or "Dear Mr. Smith." For informal emails, you can just say, "Hi John!" Just remember to be polite and show respect.

3. Introduce yourself clearly in the opening line

When you send an email to someone for the first time, introduce yourself clearly in the first line by mentioning your name and what you want to talk about. For example, you can say “Hi, I’m Adam and I am reaching out to discuss…” or “Ginny here, wanting to discuss….” If there's any important information that can help the person understand why your message was sent, you should include that too.

4. Try to keep all your English emails short and to the point

Be clear and direct about why you're writing. Remember, nobody wants to read a lengthy email, so use short sentences and paragraphs to make it easy to read. Get straight to the point with something like "I'm writing to ask you about…" or "I hope you're doing well! I wanted to share…". Remember, one email, one topic! Use bullet points to highlight important information.

For example, “I need your help with…,” or “I'm available on…,” or even “Can you let me know by…?”

5. Use the right words and tone when writing a professional email

When you are writing a work email, it's important to choose your words carefully. Be polite and use professional language. For casual emails, you can be more relaxed but still avoid using slang or being too informal. Also, think about the tone of your message. If you want to sound friendly, use words like "please" and "thank you." If you are trying to deal with an issue, explain it nicely to maintain a good relationship. Remember, being polite is always important!

6. Organise your thoughts in a clear and logical way

When you're writing an email, take a few extra minutes to organise your thoughts and your message. Start with the main point or purpose of your message, and then provide more details. Finally, end with a clear sentence that tells the reader what you want them to do next.

7. Proofread your emails to check for errors

Always proofread your email before sending it. Check for spelling, grammar and punctuation errors. Read it out loud to yourself to hear if it sounds right and is easy to understand. You can also use spell-checkers and grammar tools to help you improve your writing.

8. Show respect for different cultures in your emails

When you talk to people from different cultures, it's important to respect different customs and traditions. This includes how you say hello, how formal you are, and how you communicate. Try to be friendly and positive and avoid being negative or rude. This will create a welcoming environment for everyone.

9. End your English email with a professional signature

When you send an email, it's important to have a closing phrase and signature at the end. If you're writing a formal email, you can use phrases like "Sincerely" or "Best Regards.” But if it's a more casual email, "Thank you" or "Best" will be fine. Your signature should have your full name, position, company or organisation, and contact information like your company phone number and email address.

10. Don’t let your mistakes stop you from writing better emails

Don't be afraid to make mistakes; everyone does! Just keep practising, and soon, you will be able to write emails like a champ! Remember, if you want to learn how to write professional English emails, join English Path! Our team of experienced teachers are always here to help you on your English language journey!

Remember, the more you practise, the better you'll get! By following these tips for writing an email, you'll become more confident and skilled at emailing in English. So, go ahead and try them out!

Frequently asked questions about writing English emails

A1. To write a good email in English, it's important to begin with a friendly greeting, use polite language, clearly organise your ideas, keep it simple and end with a nice closing phrase. 

A2. Tips for writing an email in English: 

  • Use short sentences and paragraphs to avoid confusing the reader. 
  • Make sure your subject line is short and sweet. 
  • Be polite and friendly in your writing. Start with a greeting and use phrases like "Please" and "Thank you.”  
  • Before you send the email, proofread it carefully to avoid spelling and grammar mistakes. 

A3. If you want to make your English email sound more professional, write in a formal style, use appropriate grammar and spelling, and include a clear and short subject line that correctly explains what the email is about. 

A4. The body of your email should explain your reason for writing. If you need to ask for something, be polite and specific in your request. Being organised can also help make your message easier to understand. 

A5. If you don't know the person's name, you can just say, "Dear Sir/Madam" or "To whom it may concern.” If you're not sure of their email address, ask someone else in your or their organisation.