essay write an email

How to Write an Email in English With Examples (Formal and Informal)

Writing emails in English is a skill and a craft that can be as tricky as small talk or networking. If you’re learning English, you might feel that your language barrier adds an extra level of difficulty in learning how to write emails in English.

But if you break down English emails into smaller parts and master the basic structures, you’ll be able to write better emails in English in no time.

So, today, we’re going to take a look at how to write formal and informal emails in English. We’ll explore:

How to write a formal email in English

How to write an informal email in english, differences between formal and informal emails in english.

If you’re ready to learn and practice writing emails in English, let’s get into it!

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Writing Emails in English

Write a clear subject line.

The subject line of an email is the line of text that your recipient will see in their inbox before opening the email. So, you want to write the subject line in a way that quickly communicates what you want them to do or why they should open the email.

First, place the most important words at the beginning:

Request for more information

Action needed: contract attached below

Strategy meeting this Tuesday?

Invitation to apply: Outreach Intern

Event Coordinator Job Application

Met at Networking Event: Resume Attached

As you can see, there are no strict grammar or punctuation rules that you need to follow in the subject line of an email. Just make sure it looks consistent, and your spelling is correct.

One thing you shouldn’t do, though: Don’t use all caps. It looks like you’re shouting at people, and people in the professional world usually don’t like it.

Start your formal email with a greeting

The greeting is the first line in the actual text of the email. If you can, make sure it’s always addressed to an actual person. Remember that, with a greeting, we have to capitalize every word in the line. So, you can write,

Hello [Name],

We don’t insert a comma between “Hello” and the name, even though we do in all other cases (“Hello, Danny!”). 

“Hi” or “hello” might sound informal, but both greetings are actually standard in a formal or business setting. If you feel like that’s too informal, though, you can write:

Dear [Name],

If you don’t have a name, here are a few other options,

Hello there,

Dear Hiring Manager,

Dear Recruiting Director,

Dear [Company Name] Team,

If you do know the name of the person you’re writing to, but you don’t know them well, you can use an honorific like Ms., Mr., or Dr. if you’re sure about their gender.

But be sure to avoid “Mrs.” for a woman if you don’t know her marital status. So, you can write:

Hello Ms. Johnson,

Dear Dr. Sanchez,

If you aren’t sure about their gender, it’s perfectly okay to use a first name and last name.

Write an opening line

The opening line is probably one of the hardest things to write in an email.

But, as a polite gesture, it's an important way to set the tone of the email and show that you want to establish a relationship on good terms.

You can use a phrase like, “I hope you are doing well,” or “I hope you had a good weekend ” but it’s better if you can personalize it a bit more, like:

I hope things in Tokyo are going well.

I hope you have been enjoying the warm weather we’re having.

I hope you had a smooth trip back from Thailand.

I hope you’re surviving tax season.

Another way to start an email is to ask a polite question, like:

How are you?

Have you been able to get settled in?

How are things going in Dallas?

Write the body of the formal email

You’ll probably find that most of the time, you write formal emails in English to people you don’t know very well. And, of course, you’re writing to give them a good impression of your professionalism and abilities.

You can ask yourself: Do I need to remind them of who I am? Do I need to give them context for my request? Do I need to give them background information on the ideas I will propose or suggestions I make?

1. SHARE THE REASON FOR THE EMAIL

I’m reaching out because…

As you may know, our department is currently looking for someone to…

A colleague of mine recently informed me about a job opening in your company, and so…

You mentioned in our last meeting that you wanted to focus on content strategy, so I suggest that…

2. MENTION THE ACTION NEEDED

Most emails that you send in a professional setting require some action. It’s important to be as clear as you can about what action or actions you need the reader to take:

Let me know what you think about my ideas/suggestions.

Let me know when you would be available to meet next week.

Please review the following attachments before our next meeting.

Can you please review the agenda for the meeting and let me know if you have any suggestions?

3. WRITE YOUR CLOSING STATEMENT

Before you end the email, take a sentence or two to make sure that you allow your reader to ask questions or reply:

Feel free to reach out if you have any questions.

Let me know if you need any clarification.

Please let me know if you have any feedback or suggestions.

Don’t hesitate to let me know if you need more time.

How to end a formal email in English

The closing, or sign-off, should reflect your professionalism and how familiar you are with the reader. But don’t spend too much time worrying about the perfect sign-off. If you’re ever in doubt, it’s better to be a bit more formal than informal. When it comes to the closing, you only need to capitalize the first word of the line.

Here are a few examples:

Warm regards,

Kind regards,

Formal email example

Here’s an example of a formal email to give you a picture of how all the pieces come together. This is an example of a follow-up email after a meeting.

Subject: [Strategy meeting follow up]

Hello everyone,

Thank you all again for attending our most recent strategy meeting. I was really impressed by the participation and ideas of everyone present.

As promised, I’ve attached a copy of everything we discussed and some action items and goals that I’d like us all to think about in the upcoming months.

Please review the attachment and discuss them with your respective teams. Then, I’d like an email update on how each of your departments intends to implement those goals by the end of the day next Friday. If you have any questions, or if, for any reason, you need more time, don’t hesitate to reach out before Friday.

Anya Jensen

We usually write informal emails to friends, family, or people we know really well. We also write informal emails to quickly communicate a piece of information or share things with our coworkers.

Write a friendly subject line

The subject line still matters in an informal email, but you can use a friendlier tone:

Here’s the schedule

Here’s the video you asked about

Check out this article!

Start with a casual greeting

When we’re greeting someone in an informal email, we don’t need to worry so much about what we say. We can use a casual “hey,” or “hi,” or we can just address them by name. We can also use more exclamation points or emoticons to express excitement and friendliness:

Hey [Name],

Write the body of the informal email

When it comes to the body of an informal email in English, we can write as much or as little as we want. But, in terms of practicality, think about your reader. You still want to save them time, so it’s best to be as brief as you can.

Here’s the schedule you asked for.

Here’s the video. Hope you enjoy it!

The meeting’s at 5:00 pm. See you there!

Can you send me that file again? Thanks!

How to end an informal email

In an informal email, don’t worry too much about the closing! You can use these friendly sign-offs:

See you later,

See you soon,

Happy Friday,

Have a good weekend!

Informal email example 1

Thanks for the notes. You’re the best!

Informal email example 2

We loved seeing you at the conference. Let’s catch up sometime soon. When are you free?

So, now that we’ve broken down how to write formal and informal emails, let’s take a look at some of the major differences between the two and some of the mistakes you should avoid.

Ask: Who is the reader of the email?

Let the reader help you decide how to write your email in English.

If you need to ask for a favor or set up a meeting, it’s okay if you get to the point pretty quickly.

But if, for example, you’re pitching an idea to someone new or trying to make a new network connection, it’s okay to take a little more time to make a personal connection first so that they feel they can trust you and get to know your personality a little. Then, present your ideas, and ask them to take some kind of action.

The truth is that many of the emails you write in English mix the formal and the informal. 

With an informal email, rambling and talking about how things are going is okay! 

But with a formal email: Stick to the point as much as you can.

Grammar tips for emails in English

In a formal English email, you should avoid:

Incomplete sentences

Run-on sentences

Long, complicated sentences

Grammatical errors

The last bullet point sounds obvious, of course, but grammatical errors in a formal email can make you look like you didn’t put enough time or attention into your writing.

Figure out which English grammar structures or tenses that you struggle with, and practice them. Here are some grammar structures that will help you write better emails in English:

Conditional structures

The passive voice

Will vs. would

Double-object verbs

Transitional words and phrases

The present perfect vs. past simple

Prepositions

Write down this list if you need to, and take your time to work through each of these structures and practice them in your writing and emails.

And, if you’re in doubt, use a correction software like Grammarly to help you double-check your grammar in emails.

Content tips for emails in English

I’m sure you’ve seen the viral meme with a man holding a sign that says, “That meeting could have been an email.”

But, the reverse can be true, too. So, make sure that your English email doesn’t need to be a meeting.

Keep it concise and direct. You want to make sure that everything in your email belongs there.

You should avoid:

stories or anecdotes

inspirational quotes, unless they’re essential

long, unbroken paragraphs of more than three lines.

If you’re writing a follow-up email after a meeting, break your content into small paragraphs, or use numbers or bullets to make your content more digestible.

Choosing the tone of your email

Formal does not mean cold. It’s okay to be warm and friendly in a formal email. 

Here are some things to avoid:

Emojis or emoticons

Jokes, slang, or idioms you’re not very familiar with

Words like “gonna” or “wanna.”

Too many (or any) exclamation points

It would be best if you were warm and friendly in your email. But it doesn’t mean that you should be overly polite or apologetic, as in,

Sorry to bother you, but could you…?

In fact, directness is much more effective if you want to get things done. Take it from me, someone who apologizes too much.

If your tone is too apologetic, and if you don’t make it clear that you want someone to do something, they may not do it. They may think you are only making a suggestion instead of asking for them to do something.

Take a look at the examples below to see what I mean. The first sentences are a little too polite and indirect:

I have attached a contract below.

Please read and sign the contract before sending it back to me.

When are you available for a meeting?

Let me know when you’re available to meet.

It might be good if you reached out to Barbara.

Can you please reach out to Barbara?

If that still feels too direct to you, you can always soften it a bit with:

If you let me know when you can meet, I’d appreciate it.

If you wouldn’t mind reaching out to Barbara, that would be great.

We’re still asking for them to do something, but we’re using some indirect language. 

Trust your judgment on this. If you’re writing to someone you don’t know, or if you’re writing to someone who prefers a more indirect style, it’s okay to write that way. But it’s also perfectly fine to be fairly direct. 

How can I practice writing emails in English?

If you know that your English emails need work and want to improve, the best place to start is to look at your old emails.

Take a look at what you’ve done right and the areas where you should improve.

Then, get an English-speaking friend, language partner, or English teacher to look over your old emails. They can give you feedback about where you need to focus your practice.

Next, practice writing sample emails! The great thing about emails is that they should be short, so commit to writing one or two emails in English every week. Send it to your teacher or a friend for feedback.

Finally, if you can, commit to writing more English emails at work! Take any opportunity you can write formal or informal emails to your coworkers or other people. Not only will it impress your managers or colleagues, it will boost your confidence, too!

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About the Writer

Marta is an online ESL teacher who works with students from around the world. As a writer, language nerd, and content contributor for In English With Love, her mission is to empower English learners with knowledge and positivity.

More English Writing Tips

A Quick Guide to Reported Speech

How to use the future continuous in english.

An informal email to a friend

Learn how to write an informal email to a friend.

Do the preparation task first. Then read the text and tips and do the exercises.

Preparation

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How's it going?

Sorry I haven't been in touch for such a long time but I've had exams so I've been studying every free minute. Anyway, I'd love to hear all your news and I'm hoping we can get together soon to catch up. We just moved to a bigger flat so maybe you can come and visit one weekend?

How's the new job?  

Looking forward to hearing from you!

I've been meaning to write to you for ages now so don't worry! How did your exams go? When will you know your results? I'm sure you did brilliantly as always!

As for me, I'll have been in the new job three months by the end of next week so I'm feeling more settled in. At first I felt like I had no idea what I was doing but now I realise it's normal to feel like that. There was a lot to learn – there still is actually – and I soon had to get used to the idea that I can't know everything. I used to work late a lot and at weekends but I'm slowly getting into a normal routine.

Which means I'd love to come and visit! We really need a good catch up! I can't believe we haven't seen each other since Carl's wedding. How does next month sound?

Anyway, I'd better get back to work.

Congratulations on the new flat! Can't wait to see you!

TrueOrFalse_MjMwNTA=.xml

Matching_MjMwNTE=.xml

GapFillTyping_MjMwNTI=.xml

What's the best way to stay in touch with friends you don't see often?

Language level

Well, I think the best way to stay in touch with my friends is call them or write them e-mails. Another way is by visiting their social networks, comments their publications or putting Likes on their photos. They love that.

• Log in or register to post comments

The best way to keep in touch is to go and see them!

I was pulling your leg! It was the best way before the internet was invented.

After the advent of the Internet, nobody can complain about not being aware of your friends and family. There are a lot of ways we can choose according to our situation.

In my view, video and voice calls make a more tangible connection. I usually reach out to them on special occasions like their birthday. But at other times, send a text and voice message.

If I would like to catch my friend on the hop, on her birthday, I will write a letter. This sounds old-fashioned but, in this era, receiving a letter is an unusual and exciting way to hear from someone.

I prefer to stay in touch with my friends by using instant messaging apps like WhatsApp or Facebook Messenger.

I agree, but i think THE BEST WAY IS TO see one anotHer . I know i'm old school

the best way to stay in touch with my friends i don't see often is texting them since we are occupied with our study and we also don't have much free time to meet in person.

I use Facebook and other social media to see what my friends are doing on daily basis. But if I want to know what is really happen I have to call them. The best way to know what's going on and how someone is feeling is to meet him and talk

I think so in all things that you right Sanja.

I think the most important is offline meetings. The best way is go to interesting place and after all speak about most interesting events in life. For example, I can go to cinema and then walk in park with guitar and ice cream and speak about everything!

What's your assement about this email ? thank you for advance.

Dear Bob I Hope this letter will find you and your entire family in good health. It's been a while! I'm writing to tell you about my recent relocation to a new house. As I told you the last time we spoke on the phone that I've got a new job, so it saves money, avoids traffic and it requires less effort to get to my office. My new house is close to Victoria métro station and it's located in the town's center. It's a second floor apartement with two bedrooms, a leavingroom, a small dining room, a bathroom and of corse a kitchen, it's rather roomy for that reason why I'm grateful for it. Besides the neighborhood is serene and beautiful as well. Would you like to visit us for a few days during the next holiday, I'm sure you'll enjoy the area, so we are waiting for you. I look forward to seeing you in my new home Take care Warm wishes Adil.

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• Writing Emails

How to Write an Email

Last Updated: October 5, 2023 Fact Checked

This article was co-authored by Tami Claytor and by wikiHow staff writer, Rain Kengly . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 444,730 times.

Do you want to know how to write an email? It can be intimidating if you don't know where to start. When sending emails, there is a general format you should keep in mind. Be sure to know your recipient and the differences between informal and formal email messages. This wikiHow guide will teach you how to write friendly, formal, and professional emails for every occasion.

Things You Should Know

• You must choose between a formal or informal tone when writing an email.
• Using the wrong tone in an email can cause issues with the recipient.
• When writing emails, you'll need an email account from a trusted service.

Email Essentials

• If you are uncertain about how to create a new message, check the help pages for your email service to learn more about it in greater detail.

• A space is often enough to separate multiple email addresses, but some services do request that you separate multiple addresses with a comma or some other form of punctuation. If this is the case, these instructions should be specified by your specific email provider.
• Type the email address of the main receiver or receivers in the “To:” field. The main receiver usually refers to anyone whom the email is directly meant for or addressed to in the body of the email.
• Type other email addresses in the “CC:” field. This is the “copy” field. A receiver should be listed in the “CC:” field if the email does not directly mention them but does refer to something that individual should be aware of.
• Use the “BCC:” field to hide email addresses. If you do not want the receivers of an email to see a list of email addresses the message went to, you should type those email addresses in the “blind copy” field.

• For example, a casual email to a friend could simply say “What's Up?” If you are emailing with a question about an assignment, though, the subject line might read something like “Math homework.”
• Similarly, a question to a supervisor or professor could be labeled with a subject line like “Question” or “Question about...” followed by a brief label describing the topic in question.
• Note that a message without a subject will appear in a recipient's inbox with the label of “(no subject).”

• The nature of email is fast, so you should generally keep the length of your message fairly short.

Writing a Friendly Email

• The only time you would not send a friendly email to a family or friend would be if you are sending a group email of an official nature, like a plea for donations or sale advertisement. Since these emails will likely be sent to people who you are not on casual terms with, as well, you must gear the email toward them.

• If you are just writing an email to catch up with a friend, you could include a humorous subject line or one as simple as "Long time no see!"
• If you are writing with a purpose, mention what that purpose is. For example, if you decide to write an email about a group outing, label the email with a subject that specifically mentions that outing.

• "Morning Bob!"

• Read your email and ask yourself if the content of the email sounds like the way you speak in person. If so, then you've achieved a good tone for a friendly email.
• Use contractions. Contractions are not a part of formal writing, but they are a common part of everyday conversation, making them appropriate for a friendly email.
• Feel free to use slang. If desired, you can include Internet slang: "thx" instead of "thanks," "4" instead of "for," "l8r" instead of "later," etc.
• Also use emoticons when appropriate. :)

• "Later! Jen"
• "This email will self-destruct in 3...2...1..."

Writing a Formal Email

• The tone of your message can be a little more conversational but you should stay away from Internet slang.
• You should still include your signature, but you may not need to provide all of your contact information below your name.

• "Essay question" (when writing an email to a professor asking for details about an essay assignment)
• "Application for Management Job Ad" (when sending an email in response to a job ad)
• "Problem with Part #00000" (when typing an email to request customer service or to report a technical problem)

• "Dear Mr. Smith:"
• "Dear Ms. Jones:"
• "Dear Dr. Evans:"

• Avoid the use of contractions.
• Do not use Internet slang or emoticons.

• Yours faithfully
• Best regards
• Best wishes

• Your title, if you have one, should include your position and the name of the company or institution you are a part of.
• Include your telephone number, fax number, and email address, at minimum. You may also wish to include your mailing address and website URL.

Specific Types of Friendly Emails

• While it's a pretty risky move, you can also use email to tell a guy you like him.

• Similarly, write a flirty email to someone on an dating website. For an email like this, though, you need to be both flirty and informative so that the recipient gets a good idea of who you are.

Specific Types of Formal Emails

• Similarly, you can also write an email applying for an internship . Describe what sort of internship you are looking for and how it will help you meet your career goals. Also provide reasons why you should be selected for the internship.
• Send a follow-up email if you have not yet received a reply about the position you applied for.

• If your professor knows you well enough, you can also email your professor when asking for a letter of recommendation .

Sample Professional Emails

Community Q&A

Video . By using this service, some information may be shared with YouTube.

• Never provide usernames, passwords, or personal information like credit card numbers and social security numbers via email. Thanks Helpful 2 Not Helpful 0

You Might Also Like

• ↑ https://edu.gcfglobal.org/en/gmail/sending-email/1/
• ↑ https://www.grammarly.com/blog/how-to-start-an-email/
• ↑ https://www.grammarly.com/blog/how-to-end-an-email/
• ↑ https://www.indeed.com/career-advice/career-development/format-for-formal-email
• ↑ https://www.indeed.com/career-advice/finding-a-job/sending-applications
• ↑ https://www.purdue.edu/advisors/students/professor.php
• ↑ https://www.indeed.com/career-advice/career-development/email-hr

About This Article

To write a formal email, start with a formal salutation followed by the recipient's last name and appropriate title, like "Dear Mr. Smith." Then, when you're finished writing the body of your email, conclude with a formal closing, like "Sincerely," "Best regards," or "Thank you." Next, include your full name below the closing of your email, followed by your title and the name of your company, if you have one. Finally, underneath your name, add your phone number and email address. To learn how to write a friendly, casual email, scroll down! Did this summary help you? Yes No

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Quick Tips to Write a Great Email & Essay in English  

Writing a great essay and a perfect email can be a challenge, especially in a foreign language. You have to think about many things such as the tone, formality, and organization. Not to mention check over all those little errors you may have made.

In this article, you will learn some tips to write a great essay and email to use in your day-to-day life or in any of your English exams.

Writing a Great Email

Adapted from https://learningenglishwithoxford.com/2021/03/18/write-perfect-email-english/

1. Think about who you’re writing to

Maybe it’s a friend, someone you don’t know well, or a complete stranger.

Knowing your target audience will help you decide if you need to use a formal, neutral, or informal register.

As a general rule, only write an informal email when you know the reader well, such as a friend or classmate.

Formal emails are much more appropriate in a business setting. You might send a formal email to a public official, customer service, or a company you’re working with.

If you’re unsure, it’s always better to write a formal or neutral email.

2. Think about why you’re writing

Thinking about the purpose of your email can also help decide on the correct level of formality. If you’re planning a day out with friends, keep it friendly and lighthearted.

If you’re requesting information from a company, you should sound professional and polite.

Keep in mind that the reasons for writing should be reflected in the tone.

3. Keep it organized

English works well with short, simple sentences. It’s also a good idea to break your email into paragraphs. And if it’s really complex, don’t be afraid to use bullet points.

The six-step structure of a great email

A good email always follows the following six-step structure:

1. Subject line

Keep it meaningful and concise so people don’t hit the delete button before they’ve even opened it. Think about one clear sentence that conveys the main idea of your email.

Some good examples include:

• Introducing our new school magazine.
• End-of-year assessment!
• Meeting arranged for Tuesday.
• Proposal for TESOL Conference.

2. Greeting

Greetings are important in any email. Some people believe the word ‘Dear’ should only be used in a handwritten letter. However, it is perfectly acceptable to use it in an email as well. Especially if your email is very formal, like for a job application or an email of complaint. When you write to a friend you can use “Hi” or “Hello”

We normally use a comma after the opening phrase, and then begin a new line after the person we’re writing to. Take a look at these different ways to begin your email:

Often after the greeting we write an opening line. This is normally a polite gesture to establish a good relationship with the reader. It could be to wish someone well, introduce who you are, or state why you’re writing.

Here are some examples:

4. Main body

If your email is a quick internal email to a colleague it should be quite brief.

However, if you’re writing for an exam, the acronym RED is recommended; ( R easons,  E xamples,  D etails) to help bulk out your answers.

The main body of your email should also have a clear and specific purpose. This could be anything from suggesting a birthday present for a friend or giving feedback on an event you attended.

Here’s some useful language you could use:

Before signing off at the end of your email, it’s a good idea to finish with a closing statement. In a formal email, this might be requesting some form of action. In an informal email, it might be just to send some good wishes.

6. Signing-off

Saying goodbye is the last thing you do at the end of an email, so you want to get it right. It should reflect your professionalism, and mimic how close you are to the recipient.

Again, you must use a comma after the closing phrase and capitalize the first letter.

These are some of the most common ways to end an email.

4. Proofread

Once you’ve written your email, it’s time to check it and make sure it really is perfect. Give it a quick review, and look for any typos, spelling, or grammatical errors.

This is especially important if English is not your first language.

Last but not least: Practise. Any kind of writing skill comes with trying and trying again.

Writing a Great Essay

• Leave a space in the first line only and at the beginning of each paragraph.
• Write short sentences to avoid mistakes.
• Write correct sentences in terms of sentence order and tense.
• Write the subject in the present simple tense if it is a general topic and the simple past tense if it is a story or a journey.
• Use interrogative words (Wh) to help in deducing ideas and writing quick sentences.
• Write ideas on the side, and when an idea comes to you, write it down immediately.
• Use punctuation marks well; capital letters, the stop sign, commas, question marks, and exclamation marks.
• Start the topic with a main sentence indicating that you will write on a specific topic.
• The opening has a positive effect on the reader, so try not to make mistakes.
• If you are not sure about writing a certain word, search for another because spelling errors have a bad effect.
• Be careful not to use incorrect tenses because they have the same bad impression.
• Use the active voice and avoid the unknown for ease of the sentence.

You can use the following links and phrases to give more ideas:

• We all agree that ……..
• First of all, I believe that ………
• On the other hand, ………
• On the contrary, …….
• Moreover, ……..
• Above all ………….. / Important still, ………..
• In summary, ……
• We should do our best to realize ……
• We look forward to a better future.
• We are indebted much to modern inventions.
• …………plays an important role in our life.
• Finally, we have to admit that ………
• To sum up, one can say that ……
• For the prosperity of our country, we must…….
• We must stand hand in hand against…….
• The government has taken practical steps …..
• Illiteracy leads to unemployment and crime …
• To sum up, (To summarize,) (In brief,) (In short,) ……….
• Last but not least, ………..
• Finally, we can say that ……..
• From what I have mentioned in the above lines, it’s obvious that …………

Simple Guide To Writing A Basic Essay – Part 1

Simple Guide To Writing A Basic Essay – Part 2

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How to Write an Email - Best Examples and Top 5 Dos and Don’ts

Want to know how to write an email? Need some guidance on what goes where and why? Well, whether this is the first email you’ve ever composed, or you just want to refresh your memory, here go through everything you need on the subject of how to write email properly! For more advanced email writing techniques, check out our how to write a professional email article .

Formatting and Components

Learning how to write a basic email is simple, and every email you ever write will feature the same format that requires you to address each of these components:

To, CC, BCC

Attachments.

• Subject Line

Here, we go into each of these components in more detail so you know exactly what makes a great email.

These fields, found at the top of your email, are where you will place the email addresses of the people you wish to contact. Each has a different function:

Discover More:

• What’s The Difference Between CC and BCC In Email? Your Complete Guide!
• The Best Email Providers That Don’t Need a Phone Number
• Want iMessage for PC? We’ve got the Solution for You

The attachment function in your email allows you to attach supporting documents that can be downloaded or previewed within your message. Most formats are supported, and in most cases, you can include text, images, videos, audio, and GIFs. It’s worth remembering, however, that there is usually a limit to the size of the file you can send.

The subject line of your email is all-important , spelling out the intention of your email and what it contains.

They’re often forgotten but this is bad news as they not only help the recipient understand what the body of your message contains, but they also ensure your email doesn’t end up in the trash folder .

Always start your email with a greeting.

Learning how to write an email introduction and greeting is important as it allows you to be polite and let the recipient know the purpose of your message .

Formal emails, such as for a job application or sales email , require a formal greeting. When considering personal emails or those between close colleagues, it’s usually fine to use a more casual greeting.

Naturally, the body of your message is an important element when writing an email. The ideal email body has to be focused, structured, with a clear purpose and to the point .

Remember that story telling qualities aren’t appreciated in an email and people tend to lose focus and interest if you don’t keep your email short and to the point.

Always state what your email is about early in your message, and layout your information so it is easily accessible when skim reading .

Signing off your email correctly is just as important as starting it correctly, and ensuring you use the right kind of closing for your intended recipient ensures they know the message is finished.

Tailor your closing on a per-message basis and, if you are unsure about how to sign off, always default on the side of formality.

Sending and Writing an Email – Dos and Don’ts

There are many dos and don’ts when learning to write an email:

How To Write An Email – The Basics

When learning how to write an email, once you have added the recipients email address to the correct field, you’ll need to focus on three main areas. These are:

Here, we provide some examples of how you should approach each of these elements so that you can compose your email.

How to Write an Email Subject Line — Examples

Your subject line should be concise and to the point and include any relevant information that the recipient needs in order to identify the purpose of the message. When learning how to write an email subject line, you can use the following examples to guide you:

How to Write Email Introduction – Examples

Your greeting, salutation, or introduction should be tailored to your intended recipient. In many cases, your email introduction will be familiar to you from letter writing practices.

How to Write the Email Body – Examples

The body of your email will need to contain all the information you want to convey, without being overly long or complicated. Here are a few tips:

How to Write an Email Signature or Sign Off – Examples

Signing off your email is simple, and you can choose how you do it depending on who you are writing to. Here are a few ideas:

How To Write Email Like A Boss – Full Examples

Here, we look at some common examples of email writing to help you combine the elements above and rock your email technique.

How to Write an Email to a Friend or Family Member

When writing an email to a friend or family member, you don’t have to have as detailed of a subject line as you would for a more professional environment. Something along the lines of “Catching Up” will suffice. With your introduction, you can take a more conversational tone with them. You can use an informal introduction like “Hi Sam” when starting a conversation with them. 

Since you are talking to someone close to you in a non-business setting, you can treat it as would you a text message conversation. You’ll want to use a friendly tone, but that doesn’t mean you shouldn’t be concise and clear, though. Don’t ramble as they’ll likely skim past your information if so. When closing your message, salutations like “Love”, “From”, etc. are acceptable depending on the nature of your relationship. 

Example 

I just wanted to check you’d received my invite for Thanksgiving? Please let me know if you’re coming so I know how much turkey to cook!

Love, 

How to Write an Email to a Teacher or Professor

When emailing a teacher or a professor, you’ll want to use a much more clear tone than you would normally. In this setting, this person is an academic, so formality is required. Your introduction should be very formal. In our example below, we use “Dear” as the best option. When emailing a professor, be very concise and use bullet points when possible to make your point clear. When closing your email, use a formal salutation like “ Best Regards ”.

Dear Professor Smith, 

Unfortunately, due to sickness, I would like to request an extension to the deadline of our current project. If possible, I would like an extension until Monday. Please let me know if this works for if you. 

Kind Regards, 

How to Write an Email for a Job Application 

When sending an email for a job application, formality will be required. Your subject line should include “Application – JOB TITLE”. In your introduction, use a formal option like “Dear”. In your body, clearly state that your resume and cover letter are attached (don’t forget to attach them!).

Dear Sir/Madam, 

Please find attached my introductory letter and resume in application for the position of Marketing Associate as advertised on your website. You will find all the information you need in these documents, however, if you require anything further, you can reach me on my mobile or through email. 

Best Regards, 

Lorraine Lister

How to Write a Thank You Email After an Interview 

Getting a job interview is hard enough, so do something to set yourself apart from the rest of the applicants and send a thank you letter after the interview. In the subject line, state that you are thanking the interviewer for their time and attention. In the introduction, use the opening of “Dear NAME”. In the body, thank them for their time and let them know you are available to meet again if needed. “ Kindest regards ” is a great closing to use as your salutation.

Dear Jan, 

Thanks for giving me the time to speak with you and learn more about the role available. It was a pleasure to connect with you and discuss and how I might fill the position of Marketing Associate. 

Please feel free to contact me if you would like any more information or if you would like to arrange another meeting to discuss how we can proceed. I look forward to hearing from you in the near future. 

Kindest Regards, 

How to Write an Email for Business Purposes 

Email is the communication language of business, so it’s important to know how to learn ace email skills to further your career. “Hi Team” or “Hi All” is an ideal opening when sending to a group of people, but for a single person, use “Hi NAME” . Clearly state the purpose of the email, the intended outcome (meeting scheduled, documents reviewed, etc.), and then communicate the timeline. When closing, use “ Thanks ” or “ Best Regards ” .

Hi Team, 

Attached you’ll find the latest sales figures from the last quarter. If you have any comments, please get in touch with me directly. 

Best, 

Emma Watson

Sales Manager

ABC Company

How to Write an Email – FAQs

Email is the number one method of digital communication in the world, and its simplicity and ease of use mean it’s still popular even though it’s pretty old. You can write an email for a number of reasons, including keeping in touch with friends or family, applying for jobs, communicating with colleagues, or even just requesting information.

Anyone with an email app and an email address can write an email, and it remains one of the most popular methods of communication thanks to its availability and ease of use.

Your email address will be made up of three of four components. These are: your name (or other handle), the @ sign, and the domain of your email provider. This is usually a .com or .net domain, however this will depend on your email service.

The subject line is usually found at the very top of your email, just below the To, CC , and BCC fields where you enter the email addresses of your contacts. Don’t forget to write a short and snappy subject line so your recipients know what your email is about.

Depending on the email app you use, you may find the attachment button at the top or bottom of the screen. It is usually indicated with a paperclip icon and a click will allow you to attach files from a computer or the cloud.

The send button may be at the top or bottom of the screen depending on the app you use. It may be a simple arrow icon, or it could be a button with the word “send”. Usually, one click is all it takes to send your message, so make sure you check it properly first.

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How to write an effective email

Even though there are multiple communication modes, email is still considered the most reliable and formal mode of communication. Unlike social media platforms or chat applications, email is universal. This makes email one of the most preferred communication tools, for work. With more and more organizations adapting to hybrid mode, where some employees work from distributed remote offices and some of the employees work from their homes, email conversations have increased manyfold. While chat, comments in team collaboration software can be to the point and a bit informal, business email is still considered formal and elaborate. It is one of the most important asynchronous modes of communication. The recipients can receive the email, read it, understand it and then respond to the email. 

Use a professional email address Have a simple and clear subject Begin with a positive greeting State the background Provide the purpose in a crux Mention the CTA Add closing remarks Use professional signatures Run a spelling/ grammar/ sanity check  Use CC/ Bcc wisely  Format your email consistently  Schedule your email  Set up reminders for follow-ups

1. Use a professional email address

Imagine that you are a hiring manager and you receive the following two emails - 

From: [email protected] &  From: [email protected] 

Which email are you more likely to open and read and which person would you consider hiring? Obviously the second person, given that all other parameters are the same. Ensure that you send non-personal emails from a professional email address. Whether you are applying for a new position or just contacting a support team to get your questions answered, the email address you use helps you gain the trust of a new recipient. 

It is highly recommended to use a custom domain-based email address while sending official communication or sending emails to your business contacts. However, if you do not have one, ensure that your email address is professional , with your name or with your business name. 

2. Have a simple and clear subject

The Email Subject is the first thing that anyone reads (sees?) in any email and is often one of the factors that influence the recipient to open and read the emails. Whatever is said, most of the readers 'judge' the email by the 'Subject' line.

In fact, a lot of recipients decide whether to open an email or not, based on the subject - when they receive emails from non-contacts or strangers. It is the most precise content of the email, and most business relationships have begun with great subject lines. Your subject line should be a small summary of the email and can also set an expectation on the call to action needed from the email. In short, your subject should be able to pull the attention of the recipient, enough to click on the email and read it. 

Subject: Quarterly revenue report | Includes analysis  Subject: Our meeting @ <event> | Let's catch up!  Subject: Request your presence at <event>

3. Begin with a positive greeting

Start the email with a positive note. Provide a relevant greeting for the recipient, based on the region they are from, the time of the year they receive this email, or just a simple 'Good day from...'. 

When the email turns into an email thread or conversations with a lot of to & fro replies, you can drop the greeting. However, when you are emailing someone for the first time, the greeting gives a positive vibe to the reader and you can be assured of a response in a positive tone. 

Examples: 

Thanks for the great insights about <discussion topic> at <event name>  It was a pleasure meeting you at <>.  

4. State the background

If you are emailing someone for the first time, introduce yourself, and state the background of the email. You need to state how you know the recipient, and why you are emailing the person. For example, when you are emailing someone you met at an event or emailing a contact introduced by a friend, be sure to mention the event name or your friend's name along with the details on how you know the recipient. 

It was great discussing with you about <>. I am emailing you to take <> forward.  I am reaching to you about <>. 

5. Provide the purpose in a crux

This is the main part of the email where you mention the core content or purpose of the email. Ensure that you write the core email content in clear short sentences. Avoid unwanted jargon, or too technical/industry-specific terms in the very first email, when you are not sure about the recipient's knowledge in those areas. If you are reaching out, based on research or if someone has recommended this contact, make sure you mention that in the email. This will help the reader understand the context of the email better. If you have a lot to say, it would be better to communicate the main and important items in the first email and save the rest for later. 

Too long emails might be skipped and you might not get the much-needed response from the other person. 

6. Mention the CTA

Every email is essentially a task list for someone. It either expects a response with some details or action from the recipient. In some cases, the recipient might have to connect you with someone who can act on the email. In any case, mention the action expected from the recipient clearly in the email. This should be immediately after the core email where you state the purpose of the email. 

Reply to the email with the following details.  Can we meet for a coffee and discuss further.  Let me know a suitable time and contact details, to schedule a call regarding this. 

7. Add closing remarks

In addition to the CTA, add closing remarks to give that finishing touch to your email. Use simple sentences as in the sample below, without being too pushy. 

'Waiting for your positive response, to take it further'. 'Looking forward to work with you on this'. 'Feel free to call me on ######, if you need more details'. 

8. Use professional signatures

Do not forget to add a professional signature to the end of your email. Your signature helps you to establish your authenticity, your role, your brand, along with the required contact information.

When you are emailing someone for the first time, use an email signature that specifies your full name, your role, and the company or brand you are associated with. Additionally, you can include your company's website and links to social media handles. However, make sure that you use simple signatures when the email turns into a long conversation - or configure a simpler signature for replies/ forwards. 

Sign off the email with a 'Sincerely' or 'Regards' or 'Best regards'

If you are sending an internal email, you can include your department and role, but skip the company website and social media handles. You can save 2 or 3 signature templates and include the relevant ones in the emails you send. 

Regards , Rebecca Thomson, Marketing Manager, Zylker Inc.   Sincerely, Rebecca Thomson Ph: +1 234 234 2345  Email: [email protected] Website: www.zylker.com

9. Run a spelling/ grammar/ sanity check 

10. Use CC/ Bcc wisely 

You can include other relevant contacts in the email cc/ bcc to have them in the loop. For example, when you send an email to someone, who has been introduced by another common friend, it is good to copy that common friend in the cc of the email, thank him/ her for the introduction, and continue the email. 

In general, it is not a good practice to Bcc someone without the actual recipient knowing unless you think that future conversations are irrelevant for them. In some cases, you may need to add a compliance email address in BCC to archive the emails separately. 

11. Format your email consistently 

To ensure that you can choose ' presets ' for the default font family and size, which matches your signature settings. By this, you can be assured that your emails are neatly formatted and presented to the recipients. 

12. Schedule your email 

Do a little homework to check the timezone of the recipient and schedule the email to be sent at the right time, that matches the recipient's location and timezone. 

13. Set up reminders for follow-ups

Even after all hard work, the recipient might have read the email and missed it or sometimes even missed reading your email. So set up reminders for the emails, to notify you when there's no response from the recipient within a day or two of sending the email. 

Example: 

Hey there!  Did you get a chance to revisit my previous email? Please let me know if you require any further information to take this forward.

Email communication is essential to establishing contacts and building relationships. Writing an email can be a breeze when you ensure that you keep it simple, to the point, and follow the email etiquette rules. 

How to Write an Effective Email: 14 Pro Email Writing Tips

Published: May 17, 2023

Writing compelling emails is a superpower that most professionals would love to have. Email is the most common form of professional communication, and sending bad emails can make or break your career.

hbspt.cta._relativeUrls=true;hbspt.cta.load(53, '3def1e70-dcc7-436e-bffb-73211bd749f5', {"useNewLoader":"true","region":"na1"});

This article will provide some tips on how to write effective emails. Once you've applied these simple strategies, you should be able to confidently send emails to anyone and get rid of that post-send anxiety.

Here, we'll discuss:

How to Define Your Email Goals

How To Write An Email

Email Writing Tips for International Teams

Writing an email is like creating a meal. Just as a chef needs to carefully select and prepare ingredients to create a delicious dish, you need to carefully choose your words and organize your thoughts to create a clear and effective email.

Before you start writing the email, it might help to define your email goals first. Ask yourself the following questions:

• What purpose do you want to achieve with this email?
• What are the main points you want the reader to understand?
• How can you get readers to understand those points concisely?
• What is the appropriate email etiquette or tone for this recipient?

Defining these elements can help you write quick, effective, and compelling emails.

Think about the last time you received a poorly written email. You might have had to read it a few times to understand it. The message then kicks off a long back-and-forth email thread that could have been avoided if the first email had been properly planned.

That is why we recommend taking the time to plan your communications goals first. It helps you, the sender, come across as a strong communicator while saving the reader's time.

When you have defined your goals, then you can start crafting the email.

How to Write an Email

• Use a professional email address.
• Have a compelling subject line.
• Start with an appropriate greeting.
• Have a strong attention grabber.
• Keep your message concise.
• Be consistent with your font.
• Check the tone of your message.
• Write a simple closing.
• Use a professional signature.
• Write the first draft with AI.
• Practice email etiquette for each work situation.
• Use CC and BCC fields wisely.
• Schedule your emails.
• Do a final spelling and grammar check.
• Schedule a follow-up reminder.
• You have to get the recipient to open the email.
• Your email must make the intended impression on the reader while successfully relaying the intended message.
• It must drive the recipient to take the desired action.

Failure at any point could hurt the email's effectiveness. So, how can you prevent this? Let's dive in.

1. Use a professional email address.

The first thing the recipient sees is your email address. First impressions matter. Sending an email from "[email protected]" to a hiring manager might give them the wrong impression about you and might create a bias against you. Always ensure that you send professional emails from a professional email address.

2. Have a compelling subject line.

Subject lines can make or break your email's success. It's often the deciding factor on whether someone will open your email.

Unfortunately, a lot of people struggle with this part.

Take a look at this example.

3. Start with an appropriate greeting.

To kick off the email, you should begin with an appropriate greeting. There are two components to the greeting: the salutation and the opening sentence.

The appropriate salutation actually depends on the situation. If you're writing a formal email to a bank or government institution, it would be better to start off with "Dear [X]."

If you're sending an email to someone you know, or work in a casual environment, then it is perfectly fine to go with a "Hi [Name]" or "Hello [Name]."

There's also "To Whom It May Concern," when you're sending an email to a group email and not sure who will be reading it.

One thing you want to avoid is using gendered and non-inclusive terms like "Hi guys" and "Mr./Ms/Mrs." in your salutation.

To help you out, here is a list of salutations you can use in your emails.

• Dear [First Name]
• Good morning/afternoon

Pro tip: When you are sending an email to a person for the first time, we recommend personalizing the email by addressing the recipient by name. Also, include specific details about their company and make sure to introduce yourself.

This shows that you have done your research and are genuinely interested in them. It can also help you build rapport with them and set the tone for future interactions.

4. Have a strong attention grabber.

Once you've gotten the salutation out of the way, it's time to start your email.

While the subject line determines whether your email is opened, your opening sentence determines whether your email is read till the end.

Author and business coach Daniel Pink recommends using the "20-second rule" when writing emails. This means that you should try to make your main point within the first 20 seconds of the email, as this is the amount of time many people will spend reading it.

If it's an introduction, you can open with something you know will interest your recipient. You can find this out through a little research on their social media profiles. Perhaps they Tweeted something interesting or recently posted something on LinkedIn you can reference.

This will help you build rapport and show that you're not sending a generic email to multiple people.

Of course, this is not necessary if you're emailing a colleague or someone you know. Instead, establish some kind of context so that they know what's happening.

With a colleague, start with the "why."

No one has the time (and patience) to guess what an email is about. The sooner you answer the "why," the faster you'll capture their attention.

Quick tip: If you're sending out sales emails and need inspiration on exactly what to say, take a look at HubSpot's free email templates . With this tool, you can access a library of built-in templates designed for each stage of the customer journey.

5. Keep your message concise.

We send and receive roughly 347 billion emails a day worldwide, according to Statista .

This statistic makes one thing very clear: We spend a lot of time reading emails. And because of this, many people simply scan emails to get the essence of the message and move on to the next.

With this in mind, you want to optimize your email for readability and scannability. This includes:

• Keeping paragraphs short.
• Adding bullet points.
• Using visuals to break up the text.
• Utilizing formatting tools, such as bolding or italicizing, to help draw the reader's attention to important points.
• Using active language and avoiding jargon or technical terms that may not be familiar to the reader.

No one is eagerly awaiting a three-page essay to arrive in their inbox. Think about it this way: What's the main takeaway from your email and is there a particular action you want your recipient to take?

From there, draft your email and when you re-read it, make sure every line you add is helping you meet this goal. If it's not, remove it.

When you need to include a lot of information in an email, it's probably better to suggest a phone call or a meeting instead. You can use HubSpot's free meeting scheduler to book your meetings faster.

6. Be consistent with your font.

If I get an email like this, I'm immediately deleting or assuming it's a scam.

This is an example of what not to do. There are several fonts used in the email, different font sizes along with different colors. As a result, the eye doesn't know where to go and it's a bit overwhelming.

Furthermore, the message gets lost, as your recipient is too distracted by all these elements fighting for their attention.

So, as a rule of thumb: Stick to one font. If you want to use a secondary one, use it sparingly. Follow the same rule for color.

If you're using a non-English keyboard, your fonts may not show up properly on the other person's device. Instead, use web-safe email fonts like:

• Lucida Sans.
• Times New Roman.
• Trebuchet MS.

In fact, this is the exact list Gmail gives.

This will ensure that your recipient will receive your message in a regular font, regardless of device or operating system.

7. Check the tone of your message.

The tone is an essential element of a professional email. It's always helpful to start the email off in a friendly, positive tone. Here are some examples:

• "It was a pleasure meeting you at [X event]."
• "I hope you had a great weekend."
• "Thanks for your contributions today in [X meeting]."

However, you will also want to avoid overuse of things like exclamations points and emojis, which can come across as unprofessional to certain audiences. It's important to know the seriousness of the content and the person you are addressing to decide the tone of your email.

For example, you'll use different tones for a thank you email after a final interview versus a status update to a peer colleague.

By reading through your email before sending it, you can ensure that the tone of voice you have used fits with your message and intended audience.

8. Write a simple closing.

Once you're done with the content of your email, it's time to close it off.

You don't have to make it fancy — just keep your closing simple and straightforward.

So, nothing like this.

Instead, stick to the safe, proven closing lines and you should be good.

You can choose from some of the most common closing lines below.

• Best regards
• Warm regards
• Warm wishes
• Kind regards
• Kind wishes

Make sure to use a strong call-to-action (CTA) to clearly convey what you want the recipient to do next. This could be scheduling a call, filling out a form, or visiting a specific webpage.

9. Use a professional signature

Try to add a professional signature to the end of your email. Use an email signature that specifies your full name, your role, and the company you work for. You can include your company's website and social media links.

For example, see the email signature below.

Make sure that you use simple signatures when the initial email turns into a long thread.

If you are sending an email to a coworker you should probably skip the company website and social media handles. You can make it easy on yourself by saving 2 or 3 signature templates and using the relevant ones in the emails you send.

10. Write the first draft with AI.

Writing one compelling, concise, personalized, and attention-grabbing email can be challenging enough. Trying to do it at scale can be overwhelming.

This is an area where generative AI can augment your process. Use an AI writing tool to mock up a rough draft, and then add the personal touches that make it yours.

Pro tip: You can use the tips above as part of your prompt. For example, you can specify that it should “write a formal email to a sales leader” to ensure you get an appropriate greeting.

Some tools, like HubSpot’s Campaign Assistant , will even have a place to input your CTA and choose a tone.

11. Practice email etiquette for each work situation.

Different work situations require different types of correspondence. Yes, all of the other rules still apply, but every situation is different.

For example, let's say you interviewed for a job and you want to send a follow-up email after the interview. How do you go about it?

First, you personalize the email by addressing the recipient by their first name, then you express your gratitude for their time, put some emphasis on your interest in the job, and ask about the next steps in the hiring process. For instance:

Dear [interviewer's name],

I hope your day is going well. Thank you again for the opportunity to interview for [ job title] with [ company name]. It was a pleasure to meet you and the team.

I'm following up to see if there are any updates regarding [ job title] from my interview on [date]. I'm really excited about the opportunity. If you need any more information, please let me know.

Thank you again for your time and consideration. I hope to hear from you soon!

Best regards,

[Your name]

This outline works great after an interview. However, the format would change for a different request. For example, you would use a different tone if you were asking your boss for some time off.

Be sure to familiarize yourself with professional email etiquette to help you craft the perfect message each time.

12. Use CC and BCC fields wisely.

The more people that get added to an email chain, the more complex and tricky it can be to navigate. Remember proper etiquette when using CC and BCC fields in an email. Here's a quick reminder:

• If you want a contact to view and respond to an email, use the CC field.
• If you are sending an email that doesn't need a response to a wide list, use the BCC field.
• Use can also use BCC if you think the recipient won't need to be involved in future conversations.

The main thing to consider when using these fields is the relevance to the recipient. You want to ensure that the proper stakeholders have the information they need without overwhelming them with email communications.

13. Schedule your emails.

A survey by Sleep Advisor found that around 78% of Americans check their email before they go into work each day.

Another study by Litmus on the State of Email Engagement in the United States supports this. In fact, the most popular time for reading emails is in the morning. Open rates start around 6 a.m. but usually peak between 9 a.m. and noon local time.

Given this information, you can follow one of two strategies: Send your email in the morning when you know they're scrolling, or wait for a less busy time.

On one hand, your email runs the risk of being buried if you send it in the morning. However, if you wait for a later time, your email may never get opened.

It takes trial and error to figure out what works best when emailing your team.

If you're writing an email to someone in another state or country, factor in time zones. Noon for you may be 7 pm for someone else. As such, keep in mind who your recipient is and when they would be most receptive to your email.

Pro tip: You can use our free email scheduling tool to ensure that your emails are sent at the right time.

14. Do a final spelling and grammar check.

You're almost there. Don't fumble in the home stretch.

Imagine spending time crafting a perfect message, only to be ignored because the email is riddled with spelling and grammar errors.

Once you finish drafting your email, copy and paste it into Microsoft Word or Google Docs to give it a quick grammar, phrasing, and spelling check.

Alternatively, you can also use free checkers like Grammarly to automate the process while you're drafting.

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Next, read the message out loud to make sure the sentences aren't too long, sound clunky, or robotic. You want your email copy to sound human.

All of these tips help the reader focus on your message, not the other elements of your email.

Pro tip: Change the "undo send" option to 30 seconds. We tend to catch our mistakes seconds after the email is already sent. Extending the "undo send" option time helps to eliminate the possibility of sending a bad email.

This is a standard setting that you can change in all of the email apps. Instead of the default time period, update to 30 seconds to minimize risk.

15. Schedule a follow-up reminder.

A thoughtful follow-up email can help make sure your email gets read. Working professionals are often very busy juggling a variety of meetings, deadlines, and obligations. It's not abnormal to forget to respond to an email promptly.

However, don't follow up too soon. Wait a few days unless the message is urgent.

That's it! To make writing emails even easier and quicker, use HubSpot's drag and drop email builder .

Most people won't tell you this, but crafting a good email begins even before you put down a single word. It starts with your mindset.

When you're in the correct frame of mind, you'll be able to write effective emails that communicate and persuade.

Sounds logical … but how do you enter the "correct frame of mind"? Well, there are two ways: Put yourself in the recipient's shoes and write the way you talk.

More on that below.

Imagine receiving the email you're writing.

Have you ever received an email that was so incoherent you couldn't even finish reading it, let alone even consider replying? Or included a completely irrelevant proposition?

One of the biggest problems when it comes to email writing is the lack of empathy for the recipient. Ask yourself these questions:

• Why am I emailing this person?
• Is this the right person to contact, considering what I'm trying to achieve?
• Is my message clear and to the point?
• Would this be better discussed in a meeting?
• Does each line help or hurt my goal?

This is especially important when emailing someone new but still valuable when contacting a colleague.

Write like you talk.

If you're not a native English speaker, it's normal to feel like you should be more formal when it comes to your email writing.

However, this results in emails that are too formal, and come off as awkward or stiff. For example:

Native English speakers write more informally. Their writing sounds like one person talking to another.

Here is a quick grammar tip that will always help you sound more native: Write in an active voice and avoid the passive voice.

An "active voice" shows that a subject is performing the verb's action. For example, "Marilyn mailed the letter."

In contrast, the "passive voice" shows that the verb is acted upon by the subject. In this case, "The letter was mailed by Marilyn."

Instead of writing "your feedback would be much appreciated", try saying "I would appreciate your feedback." Instead of writing "your request has been received", try "I received your request."

Notice how writing in an active voice sounds more human.

Composing an email is like having a conversation. Just as you would consider the tone in a face-to-face conversation, you should consider the tone and style of your emails to make sure they are respectful and appropriate for the recipient.

Be an Expert Email Writer

Writing an email shouldn't be daunting. By following these simple tips, more of your messages will get read. Soon, you'll gain more confidence as an email writer and have a reputation as a top communicator at work.

Editor's Note: This post was originally published in July 2018 and has been updated for comprehensiveness.

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10 email templates designed to help you craft effective email campaigns for nearly every situation.

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Email Writing Examples (PDF)

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Sample Email Writing Example

General Tips for Writing Emails in English

1. be sure an email is necessary, 2. use separate business and personal email addresses, 3. be clear, brief and polite, 4. don’t write emails when you’re angry, 5. use short sentences, 6. be careful with “forward” and “reply to all”, 7. read your email personally before sending it, 8. double-check email addresses for all recipients, sports email writing example.

The 3 Common Types of Emails

1.  a personal email –  introducing yourself for the first time.

• Politeness:  You don’t need to be too formal, but you would want to appear polite and friendly when you address the recipient. If you have any requests that you would need to ask from your friends, make sure that you are polite in doing so. Instead of saying “Write me back,” for example, try something like “If you have a chance, I’d love to hear back from you,” or even “Please write back when you have a chance.”
• Greetings:  For greetings, people would normally use the first name after the word “Dear”.
• Closings: To say goodbye, use something like “Thank you”, “See you soon!” or even a brief sentence like “I’m really looking forward to meeting you in person.” Be sure to write/type your name, even if it will be included in your signature.
• Casualness:  With these types of emails, you can probably include more jokes or informal comments. However, still be careful about the tone of your email, especially if you don’t know the recipient well.

Example of a personal email:

2. a semi-formal email – writing to request an appointment or meeting, general rules for semi-formal emails:.

• Length:  Follow the K.I.S.S. (keep it short and simple). Remember that you are talking to a professional. These types of people do not have the luxury of time to thoroughly go through your letter, sentence per sentence. So, go straight to the point on what you want to discuss. After all, other concerns can be resolved during the meeting.
• Respect:  Remember that you’re requesting a favor from the recipient, so be respectful and not too demanding.
• Greetings:  Use formal or semi-formal greetings. You can still use “Dear ~,” but instead of including the recipient’s first name, use their title (Mr., Mrs., Ms., Dr., Prof. etc.) and last name.
• Closings: Depending on the purpose, you can probably use a semi-formal goodbye, such as “Thanks,” “Hope to hear from you soon” or “Thanks in advance.” If it’s someone you have talked to before in person, you can maybe use something less formal, like “Have a great weekend.”
• Clarity:  If you’re requesting for a specific day, that day/date and time should be set. Try to give multiple options. That way, if your first option doesn’t work out, your recipient has other dates/times to choose from.

Example of a semi-formal email:

3. a formal email – writing about a problem with a product, general rules for formal emails:.

• Politeness:  Follow Confucius’ Golden Rule which is, “Do not do unto others want you others to do unto you.”
• Formality: Avoid making jokes and using slang words.
• Clarity:  Be clear by including any relevant details.
• Requests: State the result or response that you want or expect. This is also called making your email “actionable.”
• Greetings: For greetings, use a common phrase like “To Whom It May Concern,” since you probably won’t know the name of the person who will be receiving the email. But if you do know the name, you can use “Dear [Title] [Last Name],” like the one in the semi-formal email example.
• Closings: For goodbyes, a simple “Sincerely Yours” is best. But if it’s a more casual company or an organization that you’ve already interacted with, you can always say “Thanks”.

Example of a formal email:

Business conference call email writing example.

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