how to write an email essay

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How to Write an Email (With Tips and Examples)

By Sarah Oakley

Table of Contents

How to write an email in 5 steps, email writing tips, mail examples, how prowritingaid can help you with writing an email.

Writing emails is a vital skill, as emailing makes up one of the biggest methods of personal and business communication. Whether you’re writing for business, to friends and family, or to a hiring manager, you’ll need to know how to write a good email.

There are several key elements to writing any email, including the email address, subject line, greeting, body of the email, and the signature. Once you understand each of the email elements and how to write them, you’ll be able to write emails to communicate effectively with others.

In this article, we’ll explore how to write an email in five steps, and we’ll provide you with some tips and examples to help with your email writing.

If you’ve not written emails before and you’ve been asked to send one, it’s hard to know where to start. There are some things to consider before you send your email, such as who you’re sending it to and what you’re emailing them about.

Luckily, email writing is simple when you follow the five steps we’ve provided below.

How to Write an Email Address

Email addresses are one of the most important parts of emailing, as it tells the email provider where to send your email, just like writing an address on an envelope when you’re sending a letter in the mail.

When entering someone’s email address, remember to check the spelling before you send any emails because you don’t want to send emails to the wrong person or have it bounce back as undeliverable.

Some people add numbers and punctuation to their email address to make it more unique. Other times, they add numbers and punctuation if their chosen simple email address is unavailable.

Once you know you’ve got the right email address, you can write it in the “To” field in your email. If you want to email anyone else about the same thing, you can add their email address to the same field, but you’ll need to leave a space or a comma between each one, depending on your email provider.

If you want to address your email to more than one person, but you only need a response from one person, type the main recipient’s email address in the “To” field, and type everyone else’s addresses in the “CC” field. CC stands for carbon copy, so it means you’re sending a copy of the email to others to make them aware of something, but they don’t need to reply.

What to Include in an Email Subject Line

When you receive an email in your inbox, the first thing you probably look at is the subject line, which is why it’s so important to ensure your subject line is clear and grabs your recipient’s attention.

Your email subject line should give the recipient an idea of why you’re emailing them in the most succinct way possible. Subject lines are brief, so don’t write an entire sentence. Try to pinpoint the most important detail from your email, and use that to create your subject line.

If you’re emailing a business, they might give you a reference number or phrase so their email system sends your email to the correct place. For example, if you’re writing to a company about an order you’ve placed, you can include your order number in the subject line so the recipient knows exactly which order you’re emailing about.

A good subject line can help you get a better response because the person opening your email knows what to expect, what the email is about, and could already know how to respond to you.

How to Structure an Email

Emails are simple ways to communicate, so your structure should get across the information you need to say in a clear, cohesive way. You can structure your email like writing the body of a letter.

Start with an email greeting, such as “Hi,” “Dear [name],” or “Hello [name].” The greeting you pick can be based on the formality of your relationship with the recipient and what you’re emailing them about. For example, if you’re writing from a business to a customer, use a formal greeting to sound professional.

If you’re writing to someone first and you’ve not emailed them before, or it’s been a long time since you last emailed them, you can use your opening line to say you hope they are well. Alternatively, your opening line can get straight to the point of your email and let them know why you’re writing to them.

Write a separate paragraph for each point in your email, starting with the main reason for emailing, and follow with any additional pieces of information and action steps. Make sure each paragraph is complete before moving on to the next point.

Emails don’t need to be long, so don’t add unnecessary information just to bulk out your email. Most people skim emails, so try to keep it short, and use keywords to draw attention to specific details you want your recipient to focus on.

Finish your email with an action phrase that prompts your recipient to do something, even if it’s having a nice day. An action phrase is perfect for marketing emails , as it reminds your customers to buy your product. If you’re writing to a hiring manager, your action phrase can prompt them to respond to your application.

How to Sign Off an Email

Your email sign-off, or signature, is how you end your email before you send it. There are several options you can use to sign off your email. Similar to picking a greeting, pick a sign-off that reflects the formality and tone of the rest of your email.

Here’s a list of ways to sign off a professional email:

Best wishes

Kind regards

Yours faithfully

Yours sincerely

Thank you for your time

Many thanks

Warmest regards

Here’s a list of ways to sign off an informal email:

[Your name]

All the best

Take it easy

If you are emailing from a business and you want to appear professional in all your emails, but you don’t want to type out your sign-off every single time, you can create an automatic email signature. Most email providers will allow you to create and save a prewritten signature with an option for it to be added to all new emails and replies.

You can add your sign-off phrase to your signature, or you can simply add your name. If you’re writing from a business, you can also add details such as your job title, the company logo, and any other company information you think is important. Using an automatic signature will save you a lot of time as you’re writing each email.

What is Email Etiquette?

Email etiquette is how you conduct yourself in your emails, which affects how your recipient interprets your email. While you don’t have to use email etiquette for your personal, informal emails, it’s important to follow professional etiquette for business emails .

When writing professional emails, your email etiquette could be very formal and efficient, upholding the standards set by the company you work for. The standards may include avoiding slang terms, always using active voice rather than passive, and avoiding ending sentences with prepositions.

If you have a style guide your company follows when writing emails, you can use a grammar checker, like ProWritingAid, to ensure you adhere to it. The tool is also helpful to ensure you do not make any general grammatical errors in your emails, which might embarrass you and the company.

When applying for jobs, standard email etiquette is to be respectful and professional with a positive tone and optimistic voice. You don’t want to come across as pushy or too forward in your email, but you want to show how eager you are to apply and for the company to accept you for the position.

Email writing can be very simple, and you’ll get better at it the more you do it. Before you get started, we have some more tips to ensure you know exactly what you’re doing when you need to write an email to someone.

Remember to consider the tone of your email and how your recipient will interpret it. Your tone should reflect the information you are sharing with the recipient. For example, you can use a light, friendly tone to give someone good news, and a formal, respectful tone to give someone bad news.

Emails aren’t always the best way to communicate with someone, so it’s best to email only if you think it isn’t worth calling or sending a letter instead.

Emails are a great way to save time instead of having a meeting about something. Try to summarize everything you would have said in a meeting, and send it to all who need the update.

Use a professional email address that’s also easy to remember if you use it for business or job applications. An embarrassing email address might make a hiring manager question whether you would be professional in the position you’re applying for.

If you’re attaching files to your email, remember to check your attachment before you send it. Some email systems have automatic prompts to check you’ve attached your file if you use certain phrases. It’s best not to rely on your email system flagging a missing attachment though, as you don’t want to risk the embarrassment.

Most email systems have an “undo send” button, which is your friend if you notice you’ve made a mistake. Pressing “undo send” will catch the email before the system sends it so you can make your changes before clicking send again. You usually only have a few seconds to click “undo send,” so remember to be quick if you need to click on it.

It’s common to accidentally send a half-written email, so don’t worry about it if that happens. Just quickly send a follow-up email to explain what happened, apologize, and finish what you were saying.

Here are two examples of emails to inspire your own email writing.

Formal email:

Dear Mr. Jones,

I hope this email finds you well.

I am reaching out to you because I would like to arrange a meeting to discuss our quarterly figures and the potential for growth in the sales of your products.

My team has identified some key actions that we feel will cause some significant improvement in sales.

Please let me know when you are available to meet.

Best wishes,

Informal email to a friend:

Just wanna check you have the files from that photoshoot we did last weekend. Could you send them over to me when you get a minute?

ProWritingAid makes great writing easy

Easily improve your emails, reports, content, cover letters, and more.

A well-written email can ensure your recipient stays focused on what you’re saying and follows through with any actions you’ve requested they take. You can check your email for grammatical errors and readability issues by using ProWritingAid to ensure you don’t send a poorly written email.

You can use one of the ProWritingAid browser extensions to edit your emails, as the extensions integrate with most email websites. If you use any email apps, such as Outlook, to write your emails, you can try ProWritingAid Everywhere to see Realtime improvement suggestions as you’re writing.

When using the Realtime checker in ProWritingAid, you can select “Email (General)” or “Email (Sales)” from the document type drop-down menu in the sidebar. Selecting the right document type will mean your goals and suggestions will apply to email writing.

There are some specific goals for email writing to pay attention to, such as positivity, business jargon, style guide compliance, and spam phrases. Monitor the scores you’re achieving for email-specific goals to ensure your email sounds professional and understandable.

Once you’ve mastered the art of email writing, you’ll be able to communicate confidently with people via email in both professional and personal contexts.

Sarah Oakley

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How to Write an Email in English: Our 18 Favorite Tips

Emails have been hugely important to the internet for decades, as most people read and send emails almost every day.

That’s why being able to write a strong, clear email in English is a really important skill—on top of the fact that it can help you get a job , make friends, get into a university and much more.

If it’s your first time writing an email in English, check out this guide for beginners , but if not, continue reading this post for useful tips about email writing and email culture (dos and don’ts).

You’ll get comfortable with the format of email writing in English and you’ll see full samples of different types of emails written in English.

Our Favorite English Email Tips

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. avoid forwarding emails and replying to all, 7. use a spell checker, 8. watch out for signatures, 9. have a native speaker proofread your email, if possible, 10. read your email personally before sending it, 11. double-check email addresses for all recipients, 12. use the subject line, 13. start with an appropriate greeting, 14. pay attention to punctuation, 15. consider where to put “small talk”, 16. start with the end in mind, 17. put spaces between paragraphs, 18. use an appropriate closing, english email examples, how to introduce yourself in an email, how to request an appointment or meeting, how to write a formal email.

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Like most of the email writing tips in this section, this may seem obvious. But sometimes we forget obvious things.

So ask yourself, “Is there a better or faster way to take care of this situation?” Many people get dozens or even hundreds of emails a day, so be sure that email is the fastest, clearest and most efficient way to communicate in your situation .

For example, if you’re writing to a coworker or a friend that you often see, you can probably just talk to him or her in person. Or you could also send a text message or call on the phone.

If you’ve decided that an email is the best option, then check the following tips before you click “Send.”

This may not apply to everyone, but if you can do it, it can help you in many ways.

Many jobs automatically give you an email address that you have to use. If that’s the case, then the problem is solved. Use the business email address for work and your personal email address for personal emails.

If you have a business email address, it can make an email look more professional. That’s good if you’re writing a formal email, but it might not be as nice if you’re writing to a friend. So that’s why having two can be useful.

Also, if you have separate accounts, it can help you balance your personal and professional life.

Again, many people receive so many emails each day. If your email is confusing, angry or really long, the recipient may not respond right away. Eventually they may forget to answer or even just delete it.

So be sure to get to the point quickly, but not in a rude way.

Treat an email similarly to an essay , only much shorter, and you will probably have good results. In an essay, you have to introduce the topic, explain the different points and then conclude the topic.

Honestly, this is something I have difficulty doing myself. I’m not (usually) rude in email, but I do have problems with the “brief” part. So when I’m done writing an email, I check it and try to eliminate about 20% of the content, since it was probably unnecessary.

It can be very tempting to write a mean email when you’re frustrated or angry at something. But it’s not worth it.

If you’re angry, wait until you’ve calmed down before writing your email. It’s better to wait a day than to lose a job or destroy a friendship because you said something stupid when you were angry.

Like #3, this is a problem that I have myself. I like to write long, complicated sentences, but often those are very confusing for the reader. That’s especially true if the reader is not a native English speaker.

I teach English in Costa Rica, and in Spanish it seems to be more common to have really long sentences with many commas. That’s very confusing, especially if you translate those ideas into English.

So here’s a tip: Write short sentences. It’s not bad style in English if you write short, clear sentences. Some authors, like Ernest Hemingway, are famous for doing it. (There’s even an online tool called Hemingway App that can help you write more like him!)

If you’re very comfortable writing in English, you can use long, more complicated sentences. But then again, if you’re very comfortable writing in English, then you probably don’t need these email writing tips!

The “Forward” option on email is a blessing (a good thing) and a curse (a bad thing). It can be good to quickly pass on important information to a new person. However, it can also be annoying for the recipient if it’s not used correctly. (The same thing is true about the “Reply All” option.)

If you need to forward an email, check carefully what information you’re forwarding. In some cases, it may be personal, confidential or just plain excessive (unnecessary). If so, cut those parts out.

Also, some email programs filter out emails marked with “Fwd” (forward) at the beginning of the subject line, and may even put them in the Spam filter or refuse to deliver them.

And if you click on “Reply All,” look closely at all of the recipients who will receive your email. Some people may not need to see your message. It’s frustrating to receive emails about subjects that aren’t relevant to you.

Most email programs have this option, so make sure you use it before sending the email.

Or if your email program doesn’t offer English spell checking , you can add an extension like Grammarly  to your browser and use it anytime you’re writing anything.

To get the most accurate version of Grammarly, you’ll need to make sure you have Grammarly Premium , which highlights and offers corrections for more advanced English issues.

Many people put “cool” or “funny” signatures at the bottom of emails. They often include contact information, like email addresses or phone numbers. That can be useful, but if your emails get forwarded (see #5), that information may get to people you don’t know, or even people you wouldn’t want to have that information.

Additionally, if you send multiple emails back and forth with another person, it may include your signature every time, and the email chain just gets longer and longer. So consider not including your signature in some emails.

Or if you do want an email signature, try to keep it simple, without including your personal information.

If you know any native speakers or have friends who speak English very well, you may want to ask them to review your email before you send it. That’s especially true if it’s about something important.

If you’re taking an English class, you might even be able to ask your teacher to review the email—just be sure to ask nicely and say “please”!

It might not always be possible to find a native speaker to check your email. In those cases, it’s still useful to read your email yourself. It can help your English, too.

Try to read the text of your email out loud. First of all, that will help you work on your pronunciation, which is always nice. Second, it can help you see and hear mistakes in grammar.

It also helps you understand how your email “flows.” If it’s too long or complicated to read out loud, then you should probably make it shorter and clearer.

As I mentioned before, I live in Costa Rica. People here often have the same last name as many other people. It’s basically like “Smith” or “Johnson” in the U.S., but about 10 times worse.

I’ve even had multiple students at the same time who had the exact same first and last names. And I’ve mistakenly sent emails to people who had very similar names.

So just check those email addresses twice to be safe.

After you’ve followed the general email writing tips in the previous section, you need to actually write the email. So how do you do that?

There’s a specific structure and format of email writing in English, shown in the following tips.

It’s surprising how many people don’t do this. Be specific in your subject line, as well.

For example, don’t just write “Question.” Instead, be more specific, like “Question About Schedule for Friday’s Meeting.” That way, the recipient will know immediately what your email is about, even before opening it.

It’s most polite to begin with some type of greeting. If you know the person well and it’s an informal email, you can just say “Hey [First Name].”

You can also use “Hi [First Name]” or “Hello [First Name],” to be a little less casual.

If you don’t know the name of the person (like if you’re writing to customer service), you can use “To Whom It May Concern.”

Notice that after greetings, you should generally use a comma. According to many sites like Business Writing , you should use a comma after a greeting in personal emails and letters, and use a colon after a greeting in business or formal emails/letters.

But in reality, a comma will probably always be fine if you can’t remember the rule.

Start each sentence with a capital letter. Be sure to put periods or other appropriate punctuation at the end of each sentence.

It’s a small detail, but it can really help to make a positive impression.

If you know the person you’re writing an email to, you might want to include a bit of “small talk.” That could be something like asking about the person’s family, a mutual friend or an activity that you have in common. But where and how can you include this?

Personally, I actually prefer to include this information  after  the “business” part of an email. If I’m asking for a favor, I prefer to ask first, and then to make small talk after.

Other people or cultures may prefer to have the small talk first, so you may want to adjust it if you know the reader’s personality well.

Get to know how to use small talk in English by seeing it in use through a program like FluentU .

As you write, focus on the purpose and the goal of your email. If you’re asking a question, that should be the main focus of your email. If you need a favor, then it should be very clear what favor you need and exactly how the reader can help you.

Imagine you are the recipient: Would you understand immediately what you needed to do in response to the email?

If you don’t do this, you’ll end up with a giant block of text. Just hit the “Return/Enter” key twice between paragraphs. It’s much easier to read and less overwhelming.

You can find some examples below, but be sure that it’s a goodbye that’s appropriate for the purpose of your email . In other words, don’t sign an email with “Love, Ryan” if you’re writing to your boss.

Similarly, don’t sign it “Sincerely, Ryan Sitzman” if you’re writing to your grandma to thank her for the birthday present she gave you. (And definitely don’t sign your emails as “Ryan Sitzman” if that’s not your name! And if it is your name, let me know. I’d like to start a Ryan Sitzmans Club!)

Here are some more closings you can use to say goodbye at the end of your email. Now, let’s put all of these tips into practice!

For this example, let’s imagine that you’re going to travel to the U.S., Canada or another English-speaking country. When you get there, you’ll stay with a host family. So the organization has matched you with a family and you need to introduce yourselves before you meet in person.

Here’s what you might send:

Dear Smith Family,

Hello, my name is John. I received a confirmation letter from the exchange organization today. It said I’ll be staying with you for two months later this year. I wanted to introduce myself so you can know a bit more about me.

I’m 18 years old. I like listening to rock music, playing basketball and reading comic books. I will graduate from high school later this year, and I hope to go to college next year. I’ve never traveled outside of my country, so meeting you and visiting your country will be an exciting, new experience for me! 

I’d also like to know more about you, so if you have a chance, please write back at this email address. If you have any questions for me, I’d be happy to answer them.

Thanks again for agreeing to host me—I’m very excited to meet you in person!

Dear Professor Smith,

I really enjoyed your Introduction to Writing Course, and I was interested in continuing by taking the Advanced Writing Course next semester. I’d like to meet with you to ask a few questions about the course, and also to get more information about the scholarship for international students.

Would it be possible to meet with you at your office sometime next week? I’m available during your regular office hours on Monday and Wednesday (2-5 p.m.), but if you’re busy on those days, I could also meet any time on Tuesday or on Friday afternoon. Please let me know what day and time would work best for you.

Thanks very much for your time and help!

John Johnson

I have to write emails like this pretty often, unfortunately. I say “unfortunately” because it’s frustrating to have a problem with a product. Dealing with a company’s customer service representatives can be difficult at times. But a clear, polite email should help you resolve your problems faster.

To Whom It May Concern,

I recently bought a toaster from your company, but unfortunately it appears that the heating element isn’t working correctly.

For reference, the model number is TOS-577, and I bought it on May 1, 2016 at the Toaster Emporium in New York City. I returned the toaster to the store, but they said I should contact you because the model had been an “open-box” discontinued model. Because of that, they weren’t able to offer a refund or exchange.

I can understand the Toaster Emporium’s position, but the toaster shouldn’t have broken so soon. It is still covered under your company’s one-year warranty, so I would like to exchange the toaster for a working model. If that isn’t possible I would like to receive a refund. Please let me know what steps I need to take for this to happen.

Thanks very much for your help with this situation.

Sincerely, John Johnson

So, there you have it! If you keep these tips in mind while writing emails in English, you can become an email expert.

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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 (Ultimate Guide + 60 Examples)

Emails are indispensable for work and life. When used well, they strengthen connections, clarify expectations, and get stuff done.

Here’s my guide on writing effective, courteous emails. I’ll walk you through the entire process and provide practical examples so you’ll never be at a loss for words.

Summary of How to Write an Email

To write an email, start by identifying your audience and purpose. Structure your email with a clear greeting, introduction, body, and closing. Whether writing for work, school, or personal use, following a logical structure ensures your message is well-received and prompts the right action.

Table of Contents

Read on for a step-by-step breakdown.

Step 1: Identify Your Purpose

Before typing a single word, know your objective. Is your email informational, persuasive, or to provide updates?

Understanding your goal helps shape your content. If you know your message’s purpose, you can outline your email’s body, ensuring every sentence supports your intent.

Example : “I need to schedule a meeting with a client to discuss their contract renewal.”

• Purpose: Schedule a meeting.
• Body content: Meeting details, proposed time and date, agenda overview.

Step 2: Find the Right Recipient

Double-check your recipient list before sending.

It’s crucial to identify everyone who should receive the message and ensure that sensitive information remains private.

Use the “To,” “CC,” and “BCC” fields correctly to manage visibility and audience.

Example : If you’re confirming a meeting with an external client, send it directly to them. Use “CC” for team members who should know about the meeting, and “BCC” to protect other recipients’ email addresses.

Step 3: Choose an Appropriate Greeting

Greeting styles vary depending on your relationship with the recipient.

If you’re emailing a colleague, “Hi [Name],” is standard. For a client, “Dear [Name],” is more appropriate.

Skip greetings like “Hey” for formal emails.

Example : If addressing your manager, start with “Dear Ms. Smith,” or “Hi Mr. Johnson,” but if it’s a casual update between teammates, “Hey everyone,” works.

Step 4: Craft a Concise Subject Line

Your subject line should reflect the email’s core message.

It’s the first thing recipients see, so clarity is vital. Avoid vague phrases like “Update” or “Information” that don’t communicate urgency or context.

• Clear: “Q4 Marketing Budget Review – Tuesday at 2 PM”
• Vague: “Meeting”

Step 5: Open With Context

Start with a brief context-setting statement, which helps readers understand the email’s purpose quickly.

Reference previous conversations, upcoming deadlines, or specific actions needed to establish relevance.

Example : “I hope you had a great weekend. Following up on our discussion last Friday, here’s a summary of the project deliverables.”

Step 6: Provide Relevant Information in the Body

In the main body, clearly articulate your message. Organize information into logical chunks, using bullet points or numbered lists for easy scanning. Address the reader directly, providing context and detail where necessary.

Example : “Here’s what we need to prepare for the client meeting next week:

• Update sales data
• Finalize the presentation deck
• Schedule a dry run for Friday afternoon.”

Step 7: Use Polite and Clear Language

Courtesy counts in every email. Whether you’re correcting, instructing, or requesting, frame your language politely.

Avoid harsh or ambiguous words that may leave the reader confused or offended.

Example : Instead of “You must provide the report ASAP,” try “Could you please send the report by Friday so we can finalize our review?”

Step 8: Close With a Call to Action

Provide specific instructions or next steps.

Avoid closing ambiguously; leave your reader clear on what needs to happen next and who’s responsible.

Example : “Please review the attached document and share your feedback by Thursday. Let me know if you have any questions.”

Step 9: End With a Professional Sign-Off

Choose a sign-off that matches your email’s tone.

For professional settings, “Best regards,” or “Sincerely,” works well. Casual messages may end with “Best” or “Cheers.”

Example : “Best regards, [Your Name].”

Step 10: Provide Contact Information

Include your contact information or email signature.

This often consists of your name, role, phone number, and company. It ensures the recipient knows how to reach you.

Example : “John Doe | Senior Marketing Manager | 555-123-4567.”

Step 11: Proofread for Errors

Mistakes undermine credibility.

Review your email for grammatical errors and typos before sending. Also, verify that all attachments and links are correctly included.

Example : Confirm that “Smith” is spelled right, and double-check links by clicking on them.

Step 12: Respect Reply Expectations

Set expectations for a response timeline.

If you’re available to reply immediately, let them know. Otherwise, suggest an alternate timeframe.

Example : “I’ll be available online until 4 PM today, so feel free to reply with questions.”

Step 13: Test Any Links or Attachments

Verify that all attachments open correctly and aren’t corrupted.

Click links to confirm they lead to the right website or document.

Example : If sending a proposal as a PDF, open the file to ensure it’s viewable.

Step 14: Consider Accessibility

Accessibility matters. Use alt text for images, ensure a readable font size, and break up long paragraphs.

Avoid jargon or regional idioms that could confuse non-native speakers.

Example : Instead of “Let’s circle back later,” try “Let’s meet again next week.”

Step 15: Schedule or Send the Email

Sometimes timing matters.

Schedule emails for the right time zone or send them during business hours to increase visibility. If your email is ready to go, hit send!

Example : Schedule an email at 9 AM in the recipient’s time zone to make it more visible in their inbox.

Email Examples for Every Possible Situation

Now let’s go over specific examples to show you exactly how to write emails in any situation.

• Meeting Invite : “Subject: Kickoff Meeting – Project Alpha. Dear team, please join the kickoff meeting at 10 AM next Monday. Agenda attached.”
• Feedback Request : “Subject: Feedback on Draft Proposal. Hi Sarah, could you provide feedback on the attached proposal by Friday?”
• Meeting Invite : “Subject: Kickoff Meeting – Project Alpha Dear Team, I hope this message finds you well. We’re excited to begin work on Project Alpha and would like to hold a kickoff meeting next Monday at 10 AM in Conference Room B. During the meeting, we’ll outline our goals, review the project timeline, and delegate responsibilities to ensure everyone is aligned. I’ve attached the agenda, which includes an overview of key deliverables, milestones, and expected outcomes. Please review it before the meeting and come prepared with any questions or suggestions. If you can’t attend, let me know as soon as possible so we can reschedule or arrange for someone to brief you afterward. Looking forward to a productive meeting. Best regards, [Your Name]”
• Feedback Request : “Subject: Feedback on Draft Proposal Hi Sarah,I hope your week is going well. I’ve completed the first draft of the client proposal and would appreciate your feedback before we finalize it. Could you review the attached document and share your thoughts by Friday? Specifically, I’d like your insights on the pricing model and any additional services we might offer.Your input will help us refine the proposal to better address the client’s needs and expectations. Let me know if you have any questions, or if you’d like to discuss any points in detail.Thanks so much for your help!Best, [Your Name]”
• Project Update (Short) : “Subject: Project Alpha – Weekly Update Hi Team, Here’s a brief update on Project Alpha’s progress this week. We completed the preliminary market research and are set to start drafting the strategy next Monday. If you have any questions, feel free to reach out. Best, [Your Name]”
• Leave Request (Medium Length) : “Subject: Leave Request – June 10 to June 14 Dear [Manager’s Name], I’d like to request leave from June 10 to June 14 for a family event. I’ll ensure that all critical tasks are completed or delegated before my leave. If you have any concerns, I’m happy to address them beforehand or provide additional support remotely if needed. Please let me know if this request is approved or if there’s anything else I should prepare. Thank you very much for your understanding. Sincerely, [Your Name]”
• Enhance project management skills through training or workshops.Proactively seek cross-department collaboration opportunities.Improve internal communication by sharing progress reports bi-weekly.
• Professor Inquiry : “Subject: Office Hours Question. Dear Dr. Adams, I have a question regarding this week’s assignment. Could we meet during your office hours?”
• Study Group Invite : “Subject: Study Group for Final Exam. Hey everyone, let’s form a study group to prepare for the final exam.”
• Professor Inquiry : “Subject: Office Hours Question Dear Dr. Adams, I hope you’re doing well. I have a question about this week’s assignment on ‘Comparative Politics.’ I’m struggling with interpreting the data for my analysis and could use your guidance on structuring the report. Could I meet you during your office hours this Thursday to clarify my approach? Please let me know if that time works for you or if there’s a more convenient slot available. Thank you very much for your assistance. Best regards, [Your Name]”
• Study Group Invite : “Subject: Study Group for Final Exam Hey Everyone, I hope you’re all preparing well for the final exam. I thought it might be helpful to form a study group where we can review key topics, clarify our doubts, and quiz each other. This collaborative approach will ensure we’re all confident about the material before exam day. How about meeting in the library this Saturday at 2 PM? I’ll bring some notes and practice questions. If you have any specific topics you’d like to cover, please let me know so we can add them to the agenda. Let’s ace this exam together! Best, [Your Name]”
• Assignment Extension Request (Short) : “Subject: Request for Assignment Extension Dear Professor [Name], I’m writing to request a short extension on the [Assignment Title], due on [Due Date]. I’m dealing with a family emergency and need a few extra days. Could I submit it by [New Deadline]?Thank you for your understanding. Best, [Your Name]”
• Study Abroad Inquiry (Medium Length) : “Subject: Study Abroad Information Request Dear [Study Abroad Office/Advisor’s Name], I hope you’re well. I’m considering applying for the study abroad program next year and would like more information about the application process, deadlines, and any eligibility criteria. I’m particularly interested in the [Location] program because of its strong [Subject/Field] curriculum. Could you provide me with details or point me to where I can find more resources? Additionally, if there are any prerequisites or prior coursework required, I’d like to start preparing in advance. Thank you for your assistance, and I look forward to your response. Best regards, [Your Name]”
• Thesis Review Request (Long) : “Subject: Thesis Review Request Dear Professor [Name], I hope this message finds you well. I’ve completed the first draft of my thesis on [Topic], and I’d greatly appreciate your feedback before I proceed to final revisions. Specifically, I’d value your insight into the clarity of my argument, the strength of my data analysis, and whether my conclusions are sufficiently supported. I’ve attached a PDF copy of the draft for your review. Could you kindly provide any comments by [Desired Date]? If you’d prefer, I’m available to discuss your feedback in person or via a video call at your convenience. I’m grateful for your guidance throughout this process, and I hope to refine my work with your expert perspective. Please let me know if you need any further information. Thank you so much for your time and support. Sincerely, [Your Name]”

Professional Contacts

• Networking : “Subject: Coffee Chat? Hi Mark, I hope you’re well. Would you be available for a coffee chat next week?”
• Job Inquiry : “Subject: Application Status. Dear Ms. Lee, I applied for the Marketing Coordinator role and am checking on the application status.”
• Networking : “Subject: Coffee Chat? Hi Mark, I hope you’re well. I wanted to reach out and see if you have some time next week for a coffee chat. I’d love to catch up and hear your insights on the latest trends in the tech industry. I’m particularly interested in learning more about your work with AI applications. If you’re available, let’s meet up at Café Latte on 5th Avenue, any day that suits you. If you’re busy next week, just let me know, and we’ll schedule another time. Looking forward to connecting! Best regards, [Your Name]”
• Job Inquiry : “Subject: Application Status Dear Ms. Lee, I hope you’re having a great day. I applied for the Marketing Coordinator role at [Company Name] two weeks ago and am checking in on the application status. I’m enthusiastic about this opportunity and believe my experience aligns well with the position’s requirements. If you require any additional information to help with your evaluation, please let me know. I’m happy to provide further details or references if needed. I appreciate your consideration and look forward to hearing back soon. Best regards, [Your Name]”
• Recommendation Request (Short) : “Subject: Recommendation Request Hi [Contact’s Name], I hope you’re doing well. I’m applying for [Position/Program] and would be grateful if you could write me a recommendation. Please let me know if you’re comfortable with this, and I’ll provide further details. Best regards, [Your Name]”
• Referral Request (Medium Length) : “Subject: Referral Request for Marketing Manager Role Dear [Contact’s Name], I hope this message finds you well. I recently saw an opening for a Marketing Manager position at [Company Name] and believe my experience aligns well with the role’s requirements. Would you be open to providing me with a referral or introduction to the hiring manager? I’ve attached my resume for your reference. If you’d like more information or have any questions, I’m happy to chat at your earliest convenience. Thanks for considering this request, and please let me know if I can help you in any way. Best regards, [Your Name]”
• Business Proposal (Long) : “Subject: Partnership Proposal Dear [Contact’s Name], I hope you’re well. I’m [Your Role] at [Your Company], and I’ve been following [Their Company]’s progress in the [Industry/Field]. I believe there’s an exciting opportunity for our companies to collaborate on [Project/Initiative], which could lead to significant benefits for both parties. Our proposal includes a framework for strategic cooperation that leverages each other’s strengths and maximizes our reach in the [Market/Industry]. We anticipate that this partnership could result in [Key Benefits]. I’ve attached a detailed proposal document for your review. I’d love to discuss this further and explore potential next steps. Please let me know if you’d be available for a short call or meeting at your earliest convenience. Best regards, [Your Name]”

Super Personal

• Catch-Up : “Subject: Let’s Catch Up Soon. Hey Alex, it’s been ages! Want to grab lunch sometime?”
• Invitation : “Subject: Birthday Bash! Hi Sara, come join me for my birthday party on Saturday.”
• Catch-Up : “Subject: Let’s Catch Up Soon Hey Alex, It’s been ages! How are you? I’ve missed hanging out, so let’s plan to grab lunch sometime next week. I’d love to hear about what you’ve been up to lately, and I have some exciting news to share too. What about meeting up at our favorite café downtown? Let me know when you’re free, and we can coordinate a time that works for both of us. Looking forward to catching up! Cheers, [Your Name]”
• Invitation : “Subject: Birthday Bash! Hi Sara, I hope you’re doing well. My birthday is coming up, and I’m throwing a party this Saturday. It would mean a lot if you could join us for the celebration! We’ll have food, drinks, music, and plenty of fun. The party starts at 7 PM at my place. Please feel free to bring a friend if you like. Let me know if you can make it so I can plan accordingly. Looking forward to celebrating with you! Best, [Your Name]”
• Sympathy Message (Short) : “Subject: My Condolences Dear [Recipient’s Name], I’m deeply sorry to hear about your loss. Please accept my heartfelt condolences. If there’s anything I can do to support you during this time, don’t hesitate to let me know. Take care, [Your Name]”
• Congratulations Message (Medium Length) : “Subject: Congratulations on Your Promotion Hi [Recipient’s Name], Congratulations on your promotion to [New Position]! This is a well-deserved achievement, and I’m excited to see you excel in this new role. Your dedication, hard work, and innovative thinking have clearly paid off. I know you’ll bring a fresh perspective to the team and continue to inspire your colleagues. If you ever need a sounding board or would like to brainstorm new strategies, I’m always here to chat. Wishing you all the best as you embark on this new journey! Cheers, [Your Name]”
• [Solution 1][Solution 2][Solution 3]

Best Tools to Write Emails

If you want to write the best emails, you’ll need the best tools.

Here are a few you might like:

Here is a video demonstrating my Email Pro tool:

Final Thoughts: How to Write an Email

When you think of emails, remember they’re more than just words in digital format—they’re bridges that connect people.

Each message is a chance to convey your intention and personality, whether you’re seeking help, offering congratulations, or sharing your latest idea.

Treat each email like a conversation with purpose and care, and you’ll build more meaningful, effective connections.

Happy writing!

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Learning English with Oxford

The latest language learning tips, resources, and content from oxford university press., how to write the perfect email in english.

• by Oxford University Press ELT
• Posted on March 18, 2021 March 22, 2021

It’s also common in many English tests to have to write an email. That includes computer-based exams such as the Oxford Test of English , where you have to write an 80-130 word email in 20 minutes, for the Part 1 Writing task.

In this guide, we’ll teach you how to write informal and formal emails to use in your day-to-day life or in your Oxford Test of English exam.

Use the right register

First things first, you need to think about who you’re writing to. Maybe it’s a friend, someone you don’t know that well, or a complete stranger. Establishing your 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 services or a company you’re working with. If you’re unsure, it’s always better to write a formal or neutral email.

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 want to sound professional and polite. Keep in mind your reasons for writing and make sure that’s reflected in the tone.

Keep it organised

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. Although there is some variation between an informal and formal email, one thing is clear – a good one always follows the same six-step structure:

1.    Subject line

People are busy, and your email is one of many in their inbox. That means you want to keep the subject line meaningful and concise so they 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:

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 in an email as well. Especially if your email is very formal, like for a job application or an email of complaint.

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:

3.    Opening

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

When writing an email, it is important to get the level of detail correct. If it’s a quick internal email to a colleague it can be quite brief. However, if you’re writing for an exam, like the Oxford Test of English , you want to show what you can do. We recommend following the acronym RED ( 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:

For more informal and formal language to use in the exam, take a look at our Oxford Test of English Writing Tips .

5.    Closing

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. Either way it’s best to end on a high note!

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

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. At Learning English with Oxford we have lots of resources to help you prepare for the Oxford Test of English.

• Find lots of useful tips for passing the exam
• See the test specification s for more information on the email question.
• You can also download a sample test
• And try our online demo to put what you’ve learned into practice!

The Oxford Test of English is an online test, certified by the University of Oxford, and recognised all over the world. Find out more about it on our website .

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Author: Oxford University Press ELT

Every year we help millions of people around the world to learn English. As a department of the University of Oxford, we further the University’s objective of excellence in education by publishing proven and tested language learning books, eBooks, learning materials, and educational technologies. View all posts by Oxford University Press ELT

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• Writing Emails

How to Write a Formal Email

Last Updated: September 21, 2023 Fact Checked

This article was co-authored by Tami Claytor . 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 9 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 9,693,371 times.

Writing an email to a teacher, boss, business contact, government agency, or other recipient that requires formality can seem like a daunting task. But don't worry—once you learn proper formatting and see some helpful samples, you'll be sending your own formal emails in no time. This wikiHow article will teach you how to write clear and articulate formal email messages with perfect style, tone, and formatting.

Formatting Your Email

• For instance, [email protected] will seem unprofessional. [email protected], however, is suitable.

• Write your email in a legible font size, such as 12 point type.
• Avoid special styles like italics, highlighting, or multicolored fonts unless they are warranted by the content and purpose of the email.
• Do not use all caps. These make it seem like you are shouting at the recipient.

• Subjects like “Quick question,” “Contacting you,” or “Email about an important matter” are too vague or obvious to be useful.
• “Schedule, Guest List, Lunch Requests, and Meeting Overview for March 12th,” on the other hand, is overwhelmingly long and covers several topics.
• “Meeting RE: damaged escalator on March 12th,” however is short and to the point. It alerts your recipient to a single primary topic and a specific date.

Writing Your Message

• If you don't know the name of the person you're writing to, use a salutation like “Dear Sir/Madam,” “Dear Sir or Madam,” or “To whom it may concern.”
• Do not use “Hello,” “Hey,” “Hi,” or other informal salutations.

• For example, when writing to a potential employer, you might say: "My name is Earl Rivers. I'm contacting you to apply for the administrative assistant position listed on CareerXYZ.com."

• When writing to a government official, for instance, you might start by saying: "My name is Arlene Rivers. I obtained your email address from the Westchester County Clerk website. I am writing to contest the traffic citation I received on December 31, 2009. "

• For instance, when writing to a professor, don’t waste space with unnecessary padding like: “This is Darlene Frankreich. Do you know me? CHEM 221 is my favorite class right now. I love the way the lectures are so organized. I can always follow along and know what will be on the tests. Speaking of tests, I was thinking about the next exam.”
• Instead, it would be much clearer to write something like: “This is Darlene Frankreich. I’m a student in your CHEM 221 class, and I'm writing about a potential exam time conflict.”

• If your email is relatively lengthy, break it up into short paragraphs. Insert a line break between each paragraph instead of indenting.

• Unnecessary contractions
• Emoticons and emojis

• "Yours sincerely,"
• "Yours cordially,"
• "Respectfully,"
• “Your student,”

Preparing to Send

• For example, include a note like “I am attaching a copy of my resume and portfolio, in PDF format .”
• Then, don't forget to make sure to include your attachment before you hit "send."

• Avoid including things like passwords, account numbers, and confidential information in an email.

Sample Emails

Community Q&A

You Might Also Like

• ↑ https://www.indeed.com/career-advice/career-development/professional-email-address-examples
• ↑ https://edu.gcfglobal.org/en/business-communication/choosing-fonts-for-business-documents/1/
• ↑ https://writingcenter.unc.edu/tips-and-tools/effective-e-mail-communication/
• ↑ https://www.grammarly.com/blog/how-to-start-an-email/
• ↑ https://www.menlo.edu/wp-content/uploads/2015/03/writing-a-formal-email.pdf
• ↑ https://pressbooks.bccampus.ca/technicalwriting/chapter/correspondence/
• ↑ https://edu.gcfglobal.org/en/communicationskills/how-formal-should-an-email-be/1/
• ↑ https://edu.gcfglobal.org/en/email101/email-etiquette-and-safety/1/
• ↑ https://www.buffalo.edu/ubit/news/article.host.html/content/shared/www/ubit/news/2019/keep-sensitive-data-safe.detail.html

About This Article

Before you write a formal email, make sure you're using a professional-sounding email address that includes your name. When writing the subject line for your email, make it clear what you're emailing about, but avoid using full sentences or overly long descriptions. Something like "Schedule for March 12th meeting" is appropriate. Stick with a professional font like Times New Roman in 12 point type so your email is easy to read. When you're finished writing your email, remember to proofread it before sending so you catch any errors. To learn about how to prioritize information in your email and details you should leave out, keep reading! Did this summary help you? Yes No

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Home / Formal email writing examples & tips

25 formal email writing format examples & best practices

Get professional email writing formats proven to work in real life. See top formal email examples and learn professional email best practices.

Professional email writing is a skill that comes in handy throughout your day-to-day – whether it’s communicating in the professional context, or managing your personal life. Using the right formal email writing format and best practices can get you understood, heard, and better respected.

The good news is that once you have the right examples for the right contexts, you can easily adjust the text to get your message across. Luckily, we’ve rounded up our favorite tips for creating and structuring effective formal emails, with helpful examples and templates.

Let’s dive in!

What’s in this article

Formal vs. informal email writing

• Basic formal email structure

Thank you email

Formal letter of appreciation, letter of complaint, cover letter, reminder email, letter of apology for a client, apology letter from boss.

• Apology mail for the manager
• Introduction email to client (outreach)
• Sample email for proposal submission

Proposal submission email

• Quotation email

Email asking for feedback

Email of inquiry requesting information, email asking for a status update, sick leave mail format, letter asking for a discount from the supplier, ask for a raise, email your boss about a problem (asking for help), email to schedule a meeting.

• Email to the client sharing the status of project
• Email to the boss about work progress

Acceptance email

“this is to inform you that” letter, job rejection email, aesthetics of a formal email.

• How to improve your email writing skills

Formal email writing is utilized in a B2B or B2C scenario, where you’re exchanging professional emails with colleagues, businesses, or partners. Informal email writing is the style you’d likely use when corresponding with a friend or family member, or even a quick email to a colleague.

When you’re emailing a friend, there’s less on the line if you get your words or meaning wrong. But when writing a business email there is much more at stake. A crucial mistake could hurt your reputation or wreck an incredible business opportunity.

That’s why we’ve decided to cover the best practices of formal email writing, so that you can get it right every time.

We’ll review the ins and outs of email structure, different email formats you can use, as well as short email templates that you can use in various scenarios. Keep reading to learn how to write the perfect email.

Basic formal & professional email structure

Before we get into different email templates, it’s important to know how to build an email yourself. For the most part, every email, regardless of its contents, will follow the same structure with the same basic elements. You should get to know these elements in order to ensure proper and effective email writing as a whole.

The basic elements of professional email writing:

• Your email address
• Subject line
• Email opening
• Email ending
• Email sign-off
• Email signature, or “footer”

Now let’s break these down, one by one:

1. Start with a professional email address

Your email address is often out of your control. If you work for a company, or operate under the umbrella of a brand, your email address will likely include the company or brand name domain.

For example, the emails in WiseStamp are all in the following format: [employee_name]@wisestamp.com. This ensures that we all have a professional business email address. Since only the owner of wisestamp.com can issue email addresses under that domain name, this ensures our emails appear legitimate.

Imagine if each employee had a random Gmail address like [name][email protected]. Anyone can create that email, which would make it suspicious. Email open rates are first and foremost dependent on trust, so make sure you have a trustworthy email address—otherwise suffer very low open rates.

If you are a freelancer professional, working separately from an established brand, consider buying a domain name for your personal brand. You can look up available domains on Google domain registrar .

2. Email subject lines

Your subject line will be the single most important element in your formal email writing. It is the first thing your recipient will see, so your goal here is to convince them that your email is a safe, relevant, and high priority (in that order). If you don’t succeed in doing that, your email may never be opened, and any effort you put into the rest of the email elements will go to waste.

Your subject line will depend on the purpose or content of your email, but overall, you want it to be something engaging enough for a recipient to click on.

Email writing subject line guidelines:

• Be clear and specific : Avoid using generic or clickbait subject lines that say little or make unrealistic promises, like “Find out how to double your business in a week!”
• Be original : Avoid the overused subject line templates you find on the internet. Instead, make original subject lines that are relevant, personal, and concise.
• Add relevance : Address something that the recipient will recognize, like an acquaintance’s name or an article, show or book they appeared on.

Studies have shown that personalized subject lines are 26% more likely to be opened. You also want to tailor your email subject line to your email goal, whether it’s a sales email, a personal email, a newsletter, or something else. Think of 3-4 refined options then narrow them down to which will likely be most appropriate.

3. Email opening

The next most important way to hook a recipient into your email is by writing a strong email opening line . Like your subject line, the email opening is mostly used as another filtering stage for most people. If it fails to meet the promise made in the subject line, your readers will bail.

Therefore, it’s extremely important to state your main point in 1 to 2 paragraphs, tops. When you clearly convey your request or question, and your reader feels it’s relevant and interesting, they’ll continue reading your email. If you manage to get them to stay beyond this point, then in most cases, they’ll reply to your email. Good for you!

Email writing opening guidelines:

• Address your recipient by their preferred name : Look up an article they’ve written or their LinkedIn page for reference. Some people will use their full name or their nickname accordingly. For example David might go by Dave, or Anastasia goes by Ana.
• Establish a connection : In your email, reference a personal experience that involves the recipient, like an article or a news piece you’ve read about them, or a conversation you had with an acquaintance.
• Match the opening with the subject line : Your opening message has to mirror the promise made in the subject line because this is how the reader determines whether your email is relevant or not. If you don’t connect the subject line to the opening, readers may get confused or even assume that you’re using clickbait.
• Get to the point fast : Tell your reader why you reached out and what’s in it for them.

4. Email body

The body of your email is where you get into your main message. Whether you’re composing an email to establish a new business connection or just following up on a meeting, the body of your email should be detailed enough that the reader isn’t confused, but also brief and to the point. No one wants to sit and read a long-winded email when they have dozens of other unattended messages in their inbox.

Email body writing guidelines:

• Be concise and detail only what’s needed to get your point across.
• Use words that convey (authentic) positive personal emotions , like “glad,” “excited,” “intrigued,” and “confident.”
• Use the word “because ” when asking for something. It’s been scientifically shown that people are more easily convinced to do something if told why, and even more so if the reason is important to them.
• Show, don’t tell . If you can’t explain something in a few words, see if you can add a screenshot, a video, or a link that explains it better.
• Use headings to split long content into sub-topics . If you can’t avoid writing a long email, make sure to break it up into subsections with headings. This will help your time-scarce readers to scan and find their points of interest.
• Add your concrete request or question in bold text . To best ensure your readers do not miss the most important piece of content (i.e. your request or question), add it to a separate line, in bold. You can also use a different color, if that works for your brand. Just be sure to avoid light shades for a high contrast between the text and the white background. Oh, and once you pick a color—stick to it throughout your email!

5. Email ending

After you’ve addressed all your main points in the body of your email, you’ll want to add a respectful and brief conclusion. You can either invite your recipient to reach out for more questions, wish them success, or ask a question. It all depends on the motive for your email. If it was a long email it could also be a good idea to gently reiterate your main request, question, or motivation.

6. Email sign-off

When closing your email, choose a suitable email sign-off . There are different sign-offs you can use for each occasion, such as “best regards,” “sincerely,” or “with love.” Use your best judgement on which to use that best suits your email content and recipient. For example, you obviously wouldn’t want to send the last one to your manager!

A cool tip you can apply is to add a handwritten signature sign off. A handwritten signature give your recipient the feeling that you gave the email special attention and a personal touch. You can create one here .

7. Email signature / footer

Your email signature (or footer) is your wave goodbye, and the way you do it seals the impression you’ve made up to this point. Make this moment memorable, organized, and aesthetic, and you can get some extra credit and a positive attitude from your reader. A messy, disorganized signature is at best an opportunity lost, and at worst, a discredit to your image.

Consider creating a professional email signature to nail a positive lasting impression. Use the simple text email signature we all used back when email started at your discretion. Whichever you choose, be sure to include all your professional and contact information. You should also add links to your website, social media sites you are most active in, or a landing page.

Professional formal email examples: specific formats for specific goals & uses

To better understand how all the elements of an email work together in different types of emails, let’s look at some templates. These letters are suitable for a number of email scenarios, so tweak the content to make it more relevant to your needs.

See our examples of the most common email writing formats:

Apology letters samples:, sample business emails (b2b and b2c):, information inquiry letter samples:, request email samples – professional email asking for something:, work update email samples:, confirmation vs rejection email samples:.

A thank you email is usually one that you’ll send after previous communication with someone. You might want to thank them for their help on a project, for fulfilling your personal request that you previously sent, for a job interview, or even for something as simple as taking a phone call or a meeting.

When composing a thank you email, you don’t want it to be too long, so get straight to the point. Also, this type of email isn’t always necessary, and might even clutter up the inbox of someone who is very busy, so consider whether or not it will be useful for you before you click “Send” on a thank you message.

Thank you email for work done or service rendered

Thank you so much for [action they did] It was such a pleasure to work with you, and I’m look forward to the next opportunity to work together again.

Please don’t hesitate to contact me if I can provide any additional information.

Best regards, [name and job title]

Thank you email for a job interview

Dear [name of hiring manager],

I enjoyed speaking with you the other day during our interview for the [position title] at [company name]. The job appears to be an ideal match for my skills, ambitions, and interests.

The innovative approach to the corporate culture within the [job field] world confirmed my wish to work at your firm.

I will bring my engineering skills, assertiveness, and ability to engage others to work in a cooperative way within the [name of department] department.

Thank you, again, for your time, and I look forward to hearing your thoughts.

Best Regards,

Dear Mr./Mrs. [name],

I would like to formally recognize all the hard work and dedication you’ve put into completing [project/task]. Due to your consistent efforts, the project is what it is today and that led to the positive results we were hoping for. 

On behalf of [company name, board members, etc.], we would like to formally thank you for your hard work and we would like to let you know that we highly value your contribution and your continued dedication to your job.

We are very grateful to have you as a member of our team and we wish to continue to see you thrive within our organization.

Best regards,

[Name and job title]

Dear [name],

On January 30th, 2020, I made a reservation at your restaurant located at 1234 Mulberry Lane for a birthday dinner for four people. This letter is intended to bring certain issues to your attention.

Unfortunately, we did not enjoy our dinner due to the fact that the food was very slow to arrive and we received the wrong dishes. It’s understandable that it was a busy time at your restaurant, but the quality of the service was not as expected.

To resolve this problem, I would appreciate it if you could provide compensation in the form of a gift voucher or discount on a future meal. 

I’m looking forward to your reply.

With regards,

[Your name]

It used to be common to send your cover letter and CV as an attachment to your email. However, it’s becoming a lot more accepted to use the email itself as your cover letter and simply attach your CV.

When sending a cover letter email, make sure you’re using formal language, addressing the right person such as HR or the hiring manager, you use a relevant subject and opening line, and the body of your email demonstrates why you’d be a perfect fit for the job and company. Hiring managers likely receive dozens of email cover letters, be sure to make sure yours stands out and doesn’t drag on too long.

Cover letter example

Dear hiring manager [name],

I’m very interested while reading the job posting for the position of [job title]. I believe that the experience I have strongly match the responsibilities of this position. I am enthusiastic about submitting my application for the position.

My most recent position was at [company name], where I was a [job title name ]. Additionally, I recently participated in a [mention an accomplishment in your last job that is relevant]

I have attached my resume to this email. Thanks to it, I believe you will learn more about my experience, education, and achievements.

Looking forward to hearing from you,

The format of this type of email message will be different depending on whether it’s your first time reaching out to someone, or the second or third time. The main difference is that the first contact email has to include details that provide context.

When writing a reminder email or follow-up email you don’t need to provide a broad context. Instead, briefly remind your recipients of what you’ve both already agreed on, as it might have simply may been forgotten or placed low in their backlog.

This little push can go a long way in shortening your timetables and making sure you’re items are prioritized. Most people appreciate the reminder and respect you for being steadfast.

Reminder email sample

I’m sure your schedule is very busy, so this email is simply to remind you of your upcoming interview with [name] who is a candidate for [name of position].

The interview will be at [time] on [date] in [location].

Please let me know if there’s anything I can help you with to prepare to interview this candidate.

Apology letters samples

From time to time we all make mistakes, and we all get something wrong. Sometimes our mistakes hurt others, cause them discomfort, or make them frustrated. In these situations, it’s usually the right call to simply apologize.

Apologizing is something that must be sincere or you risk offending the person further. It’s always the best approach to express genuine regret.

But regardless of whatever you truly feel, be very careful to only use words that express empathy for whomever it is you’re apologizing to. Do not lay any responsibility on them, and do not give excuses.

Dear [client’s name],

Please accept my deepest apologies on behalf of [company or business name] for the poor experience you had at our restaurant.

I want to thank you for bringing these issues to my attention and please know that we are making every effort to correct our mistakes so events like these don’t happen in the future.

As a token of our apology, please accept a gift card in the amount of $50.00 that can be used at our restaurant in the future.

I hope to greet you again soon at [company or business name].

Yours sincerely,

[Your name and job title]

Dear Mr./Mrs. [boss’s family name],

I’m writing to you to express my regret for my behavior on [date] in regard to [event]. I would like to apologize for my words and actions and reassure you that such an event will not happen again.

On the date in question, I got into a verbal altercation with the head waiter about the scheduling, and this led to my inexcusable behavior. I have already apologized to [name of colleague], and I wanted to assure you that I will work to improve my reactions and behavior in the future.

I’d be happy to meet with you to speak about the incident further if you have any outstanding concerns.

I am sorry again.

Apology mail for manager

Dear [manager’s name],

I owe you an apology for providing you with the wrong information on [date] regarding [event]. It was not my intention to provide inaccurate or misleading information, and I apologize for any inconvenience that this careless mistake may have caused you.

I will be sure to be more thoughtful in the future and learn from this incident.

Please do not hesitate to share any thoughts or concerns with me. I’d be glad to discuss this further and make it right. 

Business email writing samples

Introduction email to a client (sample email to approach a new client).

Dear [Sir/Madame/Name],

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs.

At [company name], there are a number of services we can offer, such as [short list of services]. Our employees are also highly dedicated and are willing to help you with your every need. 

I’d love the opportunity to speak or meet with you to discuss your needs further and to tell you more about how [company name] can help you succeed. You can contact me at [phone number] with any questions you may have.

Dear [Name],

Please find enclosed to this email the proposal you requested regarding your website audit.

We hope that you will find this proposal helpful and insightful and that it meets your expectations. Of course, if you would like to make any adjustments or go in a different direction, feel free to let us know and we’d be happy to discuss with you.

Thank you for entrusting [your company name] with your website audit, and we hope to hear back from you soon.

Sending quotation email

Dear [customer name],

We’d like to thank you for sending in your inquiry on [date] regarding a quotation for auditing your website.

Based on an initial estimation, we are happy to offer you a quotation based on your requests. Please find the official pricing quote attached to this email. Note that this quotation includes [list of services], but should you want additional services, we’d be happy to discuss it further with you and provide another quotation.

Please do not hesitate to get back to us with any questions about the quotation or our services.

Hi [customer name],

We really appreciate you using our services on [date] and we’d like to get your feedback on your experience.

Please follow the link [insert link] to complete a short survey regarding your experience. This survey shouldn’t take any longer than 2 minutes and it will help us improve our products and services in the future.

We want to thank you in advance for your time and hope that you enjoyed your experience with [company name].

[Name and/or company name]

Inquiry letter samples

This email is to inquire about the website audit services you posted on your website. 

As I understand, you offer services to audit businesses’ websites and provide personalized insight into what improvements can be made. I’d like to request further information with regard to your pricing as well as the scope of the work that will be performed, including specific services that can be expected.

I look forward to receiving your response.

I wanted to check in and check on the status of the website audit project that is due on [date]. 

Please let me know where you’re at with the project and don’t hesitate to let me know if you require any assistance from my end.

Request email samples: professional email asking for something

A personal request email is usually straight to the point and involves a sender asking a recipient for something. It could be anything from connecting on a professional network, asking to set up a meeting, or even requesting a professional introduction. Following a personal request email, a recipient may decide to either accept or reject what the sender is asking for. In this type of email, it’s important to be very clear with what you’re asking for.

Hi [Name of manager/supervisor],

I am writing to request sick leave from [date range]. I will be undergoing surgery and at the recommendation of my doctor, I need to be off of work for 2 weeks in order to recover. I hope to be back at work on [date]. 

Please let me know if you have any questions.

Dear [name of the supplier],

Thank you for sending over your product catalog. We are very much interested in purchasing [name of the product(s)] from you and would like to get a quote for these items.

Additionally, we are hoping that this will lead to a prolonged partnership between the two of us. Therefore, we are kindly requesting that you provide us with your best possible price since we would like to use your goods on a permanent basis.

Thank you for your understanding.

Dear [Name of Manager/supervisor],

I have greatly enjoyed working for [company name] over the last 3 years. During these years, I feel that I have become a valuable member of your team and I have contributed to projects in a significant way. 

Since working here, I have accomplished: [list accomplishments].

As an employee, I think I have outperformed the goals set for me. As a result, I would like to have the opportunity to discuss increasing my salary so that it matches my current performance. Please let me know when is a good time for you to meet so that we can discuss this further.

Once again, I am grateful to be part of an organization that provides me with unique challenges and opportunities to continuously learn and grow.

Dear Mr./Mrs. [name of boss],

I would like to bring to your attention the incident that occurred at [location] on [date] at [time].

I was deeply upset by the actions of [coworker/event]. I tried to speak with them, but this did not lead to any sort of resolution and now I feel as if our professional relationship at work is strained as a result.

I am turning to you for assistance with the matter and I hope that you are able to come up with a solution that neither of us has thought of yet. 

Thank you for taking the matter seriously and please let me know if you have any questions or concerns.

Thanks for getting in touch with us about our product. I’d be glad to set up a meeting in order to give you more information, answer your questions, and show you how it can work for your business. Does [date] at [time] work for you?

I look forward to meeting with you soon!

Work update email

Email to the client sharing the status of the project.

Dear [name of client],

We’d like to keep you updated regarding the progress we’ve made on our project. Please have a look at the tasks we’ve accomplished below and do not hesitate to get back to me with any questions or concerns you may have.

Key highlights and updates:

• [list them]

Tasks accomplished this week:

Tasks to do next week :

Email the boss about work progress

Hi [name of boss],

I am happy to let you know that the project [name of project] that was assigned to me on [date] is now nearing completion. Due to the hard work of our team, the project is expected to be completed on time. Based on the pace of our work, I expect to have the entire project completed by [date].

The remaining elements of this project to be completed are as follows:

• [List them 1]
• [List them 2]
• [List them n]

Thank you for your continued support and guidance and please do not hesitate to get in touch with any questions.

Confirmation vs rejection email samples

You might get an email confirmation after you purchase something online, or you can also reply to a formal email confirming receipt of an email attachment, a meeting time, or a company update. A rejection email is similar in that it might reject the item that was proposed in an email, in which case you’d let the sender know.

It is my great pleasure to inform you that I will be accepting your offer for employment as [job title] with [company name]. The goals for this role that you described are in line with my personal career aspirations, and I hope to be able to learn and grow in this role.

As discussed in our previous meeting, my salary will be [salary] and I will be starting on [date].

I appreciate all the time you took to make the interviews as seamless as they were, and I look forward to working with you soon.

This is to inform you that your business proposal [title of the proposal] has unfortunately been rejected by our committee. While we did like your idea, unfortunately, the costs involved reach well beyond our budget for this quarter. 

We wish you the best of luck in your future endeavors and encourage you to submit additional proposals if you have others that are aligned with our goals.

Best of luck,

This is to inform you that I will not be proceeding in the interview process for [job title] with [company name]. I would like to formally withdraw my candidacy.

At this time, I have accepted a position with another company, so I am no longer in search of employment. However, I would like to sincerely thank you for taking the time to meet with me and for being attentive to my questions about the role. 

It was a pleasure meeting with you and I wish you luck in finding the right candidate for the job.

Before you even get started on the content of your email, you want to make sure the aesthetic is appealing and not too out of the ordinary. Of course, you want to capture the attention of your recipient, but you also want to appear professional, so keep the Comic Sans font out of the equation. What sort of aesthetics should you pay attention to in a formal email? Let’s take a look.

Choice of Font

Don’t start reinventing the wheel here. It’s better to go with a safe bet instead of a creative option when selecting a font. Choose a font that’s easy to read and skim, since if you’re sending a longer email it’s possible your recipient will just skim its contents. Therefore, you want to font to be clear and the letters to be far enough apart. We suggest going with fonts like Georgia, Verdana, Arial, or Times New Roman.

You don’t want your recipient to have to squint to read your email, but your text also shouldn’t appear as if it’s yelling either. Depending on the font you go with you might need to tweak the sizing a little, but in general, font size 12 is what you should be using. You can use size 10 or 11 as well, just make sure it doesn’t look too small before sending your email.

How do I improve my email writing skills?

There are a number of ways you can make your emails shine, and you don’t need to be a professional writer to do it. In fact, there are a few small areas you can focus on to make your emails clearer and more well-received. Here are a few things you should keep in mind when composing an email:

1. Optimize your email subject lines

Your subject line is the first thing a recipient sees when they receive your email. Therefore, it’s important that it’s optimized as much as possible. Keep these tips in mind when coming up with your subject line:

• Keep it short to no more than 40 characters
• Make it personal, use the recipient’s name if you have it
• Use a call to action, like “let’s set up a meeting today”
• Create a sense of urgency, such as “offer to expire soon”

2. Practice summarizing your main point for your email openings

Once you get your recipient to open your email, you don’t want to bore them right away. You have to keep things interesting, relevant, and straight to the point. That’s why it’s crucial to put your main point somewhere in the first sentence, or at least the first paragraph. 

While your opening line can be something general like “thank you for taking the time to meet with me,” the very next line should be something more powerful. Whether you ask for the results of a meeting, make a proposal, or initiate a follow-up meeting, this first sentence sets the tone of the rest of the email so the reader knows exactly what the subject is and what to expect from the rest of your message.

3. Research the correct email etiquette to use for your most common scenarios

When sending emails, especially formal or professional emails for work, it’s important to maintain email etiquette . Since many of us answer our emails on our phones while on the go, it’s tempting to reply to emails as we would a text message, but that’s not good practice.

4. Proofread for typos and grammar mistakes

Finally, always review your email before you click “Send.” Make sure your email is free of typos, punctuation errors (and that you’re not, for example, using too many exclamation points), and that your syntax is correct.

Also: don’t always rely on spell-checkers. While they’ve come a long way thanks to AI, they don’t always pickup errors where words are spelt correctly, yet used in the wrong context.

The best way to do this is to read your email out loud before sending, especially if it’s an important message to a superior or a client, as emails with grammar mistakes can potentially have a negative impact.

There are countless reasons for needing a formal email writing template. If we didn’t cover every single scenario here, we hope that you know at least have a better idea of what constitutes a good formal email. Using our tips and examples, you’ll be able to compose better emails that get you the results you want. 

More on this topic

• The essential guide to writing effective meeting minutes
• 42 inspiring quotes to motivate your students and transform your classroom
• Mastering memo writing: essential tips and templates
• How to write a resignation letter: A comprehensive guide
• An Interview with Chatgpt: Can AI think outside of the box for email marketing?
• Email closings: The definitive guide
• Email blast marketing: Learn how to effectively promote your brand
• Email management: : Proven Tips for Boosting Productivity
• Various best regards alternatives for email closing
• How to get a professional email address

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How to Write Formal Emails in English

Aug 19, 2019

This article will help you to communicate better and to write formal emails in English.

Emails are among the most commonly used means of communication in the world. They’re fast, immediate, and allow you to interact with all kinds of businesses within and beyond the national boundaries. At work above all, writing formal emails in English in the right way requires certain skills, and being a professional situation, it’s essential not to commit mistakes in order to make a good impression of yourself and your company.  

In this article you’ll find:

The rules for writing formal emails in English

• The right format to use

Examples of formal emails in English

To write an email in English in the right way, don’t improvise! Read the following advice to avoid making serious mistakes that could compromise the success of the email from the moment it is received.

The subject is the first piece of information that the recipients of an email see, and if it’s written incorrectly or unclearly, it could push the reader to delete it without even opening it! So it’s important to give a clear and precise message, right from the start, indicating the content or reason for writing in two or three words that grabs the attention of the recipient. 

Unlike many other languages which require long complex sentences in a formal written context, English is very concise and favors short sentences and a simple structure. Make sure you break up the text into two or three paragraphs – this enables the reader to quickly see the key points.

Courtesy formulas

When you write an email in English, you’re not only using another language but you’re also entering another culture with different habits. The Anglo-Saxons in general pay a lot of attention to forms of courtesy and gratitude, therefore never forget to add them.

Check the email

Never send an email in English without having re-read what you wrote. Grammatical or typing mistakes are very common even in your own language, so in English you can make errors much more easily. Double-checking what you’ve written is a simple step to take that can prevent you from appearing unprofessional and above all careless.

Be sure to have set your emails to end with all the important information about you, including:

• name and surname
• relative details about your company (name, address..)
• link to the company website

The format of a formal email in English

Introduction

Body of the text

Depending on the type of relationship you have with the person you’re writing to, there are different ways of starting an email, but any email should always start with a greeting. In our specific case being formal, the most appropriate options are:

• Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr Black)
• Dear Sir/Madam (if you don’t know the name of the recipient) or more generally ‘To whom it may concern’

After the initial greeting you need an introductory sentence that indicates clearly the reason for writing and is consistent with the subject of the email. Introduce yourself briefly (long texts often discourage people from reading them), then follow on with:

• I am writing with regard to… (email subject)
• I am writing in connection with… (email subject)
• I am writing in reference to…

If you’re writing an email to send information, you can start with one of the following sentences:

• I am writing to let you know…
• I am delighted to tell you… (if you’re communicating good news)
• I regret to inform you that… (if you’re communicating bad news)

If instead you’re replying to an email you received, you can say:

• I am writing in response to…
• I am writing in reply to…
• I am writing to thank you for… (if you need to thank the recipient) 

There are no conventional formulas for writing the body of the text because this varies according to the function of what you need to communicate. It’s useful to prepare an initial draft and then proceed with any corrections.

The general rules are that the text should be divided into short paragraphs that avoid abbreviations and acronyms, both of which you can use, on the contrary, when you write an informal email to family and friends. 

Based on the type of message you’re sending, there are various ways to write a final invitation before ending the email, such as: 

• I look forward to hearing from you soon
• Thank you in advance
• For further information, please do not hesitate to contact me
• Please let me know if you have any questions
• Thanks for your attention

The most common way to end an email are:

• Best regards
• Kind regards
• Yours faithfully (if you began the email with ‘Dear Sir/Madam’ because you don’t know the name of the recipient)
• Yours sincerely (if you began the email with ‘Dear Mr/Mrs/Ms + surname)

Let’s see how all of this works in practice. 

Example 1: Delay with the delivery of an order

Subject: Delivery delay

Dear Mr Pascal, 

We regret to inform you that we will not be able to respect the deadline previously agreed for the delivery of your order. Our supplier has warned us today that they are experiencing supply problems, which will result in a delay in our production chain. We count on your understanding and thank you for your patience. 

Please accept our apologies.

Best regards,

Example 2: Replying to a job advertisement

Subject: Web Content Editor position

Dear Sir/Madam, 

With reference to your job ad in xxx, I would like to submit my application for the position of Web Content Editor in your company. 

I graduated in Communication Sciences at the University of xxx and worked for several years in a Digital Agency as Content Specialist. I believe my skills and experience are in line with the requirements for the job position. I will be glad to introduce myself in an interview, that will allow you to better evaluate my possible recruitment. 

Please find attached a copy of my resume. I look forward to hearing from you.

Yours faithfully,

Example 3: Sending a product catalogue

Subject: New product catalogue 

Dear Ms.Chapman, 

Following your request, we have recently sent you our new catalogue. We are convinced that it will enable you to see the quality of our products. Our local agent will contact you soon to arrange a meeting on a day and time that suits you in order to discuss in detail how our products can be of benefit to your company’s needs.

For further information, please do not hesitate to contact us. 

Yours sincerely, 

If you want to improve your English and get better at writing emails, find an English course that suits your needs.

This post has been adapted from the WSE Italy blog: Come Scrivere Email In Inglese Esempi

Learning and improving your knowledge of business vocabulary is a must. Read on to find out more.

Do you want to improve your writing skills? Read on to find out our tips on how to become a better writer in English!

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Jan 18, 2022

How to write emails in English with examples

Want to learn how to write emails in English? Email English can be tricky, but our English email examples and guide on format, etiquette, phrases, greeting and closings will help you in writing emails in English and improve your email writing skills in English.

Lawrie Jones

Table of contents

Writing emails in English isn't easy especially for non-native English speakers, but it is an essential skill that can benefit you both personally and professionally.

So, how to write emails in English? First of all, you need to learn many rules and conventions of email English. You must familiarize yourself with the English email format including English email greetings and closing phrases.

When you know how to start and end an email in English, you must have the common email phrases English in your back pocket and understand the English email etiquette in order to always come off as polite and professional.

To help you improve your email writing skills in English further we will provide you with English email examples covering how to write formal, professional, and informal email in English language.

This in-depth guide on email writing will be topped off by an example how Flowrite's AI writing tool can assist you to deliver your message effectively with grammatically correct, perfect English, like this:

How to write emails in English

To get your started we will unbundle the English email format covering email greetings , body, email closing phrases and signature.

English email format

English language emails are what  academics  describe as a "highly prescriptive form of written communication." Simply put, there are strong and established rules dictating the format of English language emails.

Most of these rules emerged in the Victorian age, so it's no surprise that the English language email format closely follows that of a formal letter. Typically an English language email has five elements:

• Subject Line
• Formal or informal greeting
• Closing phrase

This article walks you through each part and provides examples of email structures that illustrate our points. By the end, you should understand how to format emails in English. 

Why should I format my emails?

From the outside, the English email letter format may seem strange. Still, once you understand the rules, it makes creating effective emails simpler and quicker for everyone, as this  study into letter-writing found .

But why bother formatting emails in English? Here are five reasons:

• It's professional:  The rules and conventions of formal email English are accepted professional practice. While you're free to write however you want, your choice of email style, tone of voice, and format convey a message to the recipient.
• It's more effective:  Every email should have a purpose, in most cases, to elicit an action. Using the established English-language format provides a simple and clear structure to convey your message that's likely to get the response or the result you want.
• It reduces stress and anxiety:  "If a user can understand a letter, they're less likely to get in touch to ask questions via another channel and more likely to do the thing the letter is asking them to do," says the  UK Government . Clearly stating what you want and why means the reader doesn't need to fill gaps or make assumptions.
• It's easier:  Understanding how to format English language emails makes writing them more manageable. There's no stress worrying about how to address someone or sign-off; it's already decided for you. It leaves you time to focus on the core of your message.
• It's quicker:  Once you understand the fundamental building blocks of a formal email, writing them is easy and quick. This could save you hours if you're anything like the  average worker who spends half their working day writing emails . Tools such as Flowrite can save you even more time, creating perfectly formatted, free-flowing emails that get results in seconds.

Understanding how to format an English language email provides the fundamental basis for all correspondence. But, of course, you're free to change, adapt or ignore any part of this, should the situation or circumstances demand it.

Language changes and evolves, giving you the freedom and flexibility to shape correspondence for each audience. For example, language "laws" aren't set in stone, say  academics . Instead, readers want to be able to access information quickly, which has "impacted the structure and the function of emails," researchers have said. Essentially, if there's a better way to communicate your message than sticking to the rules, then feel free to use it.

How to start an email in English

The traditional way to start an email in English is by using the word 'Dear'. In the past, you would be advised to use a title (Mr, Mrs, etc.) in the past, but things have moved on. Gendered terms such as Mr and Mrs can now cause offence, so we need to find another way of introducing ourselves to email recipients.

The different email greetings in English depend on whether you are addressing an individual you know, a person you don't know, or a collective (an organization, team, or anonymous email address, for example).

Here are some of the ways to write formal email greetings in English.

If you know a person's full name, you should use it. So, instead of "Dear Mrs. Roberts", you would write:

• Dear Sarah Roberts

Many old formal English email writing blogs and articles suggest using "Dear Sir" or "Dear Madam" if you don't know the person you're writing to. However, we disagree. This is outdated and unnecessary. If you can't find a person's full name (LinkedIn is your friend here), find another way to address them.

Here are a few examples of addressing a person who's name you don't know:

• Dear Marketing Manager
• Dear Team Leader

If you're addressing a group, find a way of engaging them that's suitable, such as:

• Dear Marketing Directorate
• Dear Complaints Team

Lots of people wonder whether you can use 'Hi' as a greeting in a formal email, and you can. If you know the person or aren't writing in a formal context or capacity, it's your choice.

The body of an email is where you explain what the message is all about. There are no hard and fast rules because each email is slightly different. Still, there is a natural flow for information in a formal English email :

• Introduce yourself  – a name, job title, and organization are pretty much essential
• Explain why you are emailing  – describe why are you contacting someone
• Say what you want  – if you want something in return (a response, document, image, etc.), then ask for it
• Next steps  – describe what happens now, providing a timeframe. If you're expecting a reply, be clear when you expect one. Never leave your reader confused

It's easier to see this on the page, so be sure to check out the examples below to see how we've used this format to create effective English-language emails.

English email closing phrases

The type of closing phrase you use in an English language email depends on whether you're writing a formal or an informal email. Let's look at both types of email closing messages below. 

How to end a formal email in English

There are only two things you need to know about finishing a formal email in English:

• If you know the person's name, you use the ending "Yours sincerely".
• If you don't know the person (or are writing to an organization or collective email address), you use "yours faithfully".

How to end an informal email in English

By their very nature, informal emails aren't governed by rules, so you're free to write whatever you want. Nevertheless, some familiar phrases that you may find are commonly used when ending informal email messages.

Some email sign-offs you may choose to use include:

• Kind regards
• Best regards
• I look forward to hearing from you
• Please contact me for additional help

Email signature

A professional email signature provides the essential information a reader needs to know about you, including:

• Organization
• Contact details

Every English email signature should include the following, but you have the freedom to add more, including:

• Details of qualifications
• Chosen pronouns
• Social media links

Common English email phrases

You could write a whole book on English language email phrases, but we need to keep things brief for the purposes of this blog (and to stop you from getting bored). Here are some helpful business English phrases that you may want to include in your English language emails:

• I am writing to tell you about
• I'm contacting you to confirm that
• This is just a short email to explain that
• Just a quick reminder that
• This email is to let you know that
• I'm getting back in touch with you with some additional information
• Attached is the information you requested
• I'd welcome your thoughts on 

There are some informal email English phrases that you may read and choose to use yourself:

• Great to catch up
• I hope you had a great weekend
• I hope you are well
• I hope all is well with you
• It's lovely to hear from you
• I was delighted to receive your message

English email etiquette

The formal rules of English language rules dictate how an email should be structured, including greetings, the flow of information, and suitable sign-offs. Email etiquette describes the unwritten rules that help you craft and shape better messages. 

Here are 10 email etiquette rules and tips that all English email writers need to know.

• Write a professional subject line  – Provide as much information you can about your message in the subject line
• Keep messages short and to the point  – Sharpen your messages and remove information that isn't essential
• Don't' try to be funny  – Jokes are acceptable among friends, but humor doesn't always travel way, so don't bother
• Limit caps  – Limit the number of capitals you use and write in sentence case where possible
• Avoid exclamation marks  – Exclamation marks are popular on social media but should be used sparingly in formal and informal English-language emails
• Respect cultural differences  – When writing to anyone, be respectful of cultural differences in your messages
• Avoid gendered terms  – It's not suitable anymore to use terms such as Mr, Mrs, and Ms, so avoid them
• Use standards fonts  – Don't use a crazy or confusing font; stick to professional fonts for all messages
• Always proof every message  – Check your messages before sending them (and check again to be sure!)
• Limit attachment sizes  – Email inboxes can become cluttered, and large email attachments won't help, so don't send large files

Following email etiquette can be a challenge for us all, which is why we've created a detailed guide to some of the  unwritten rules that govern English-language emails .

Grammar rules for email writing

The English language is governed by grammar rules that can be confusing for everyone at times. While you don't need to have a fluent grasp of the English language to write effective emails, understanding the basics is essential. 

Here are 10 things you need to write better English-language emails:

• Always use capital letters for names
• Follow the email format outlined above
• Start sentences with a capital letter, break up sentences with commas, and end every sentence with a full stop
• Keep sentences short
• Every sentence should have a subject (John), verb (reads) object (books) 
• Use the active voice to engage the reader. Tools such as Flowrite can help you engage users directly and clearly
• Don't use emoticons
• Break up lists into bullet points to make information easy for readers to understand
• Explain acronyms when you use them
• Never use swear words

English email examples

We've provided a comprehensive guide on how to structure and write effective emails in English.  Now, let's put some of these rules into practice and illustrate them with some examples of how to write a formal email in English, a professional email in English, and an informal email in English.

How to write a formal email in English

We've covered the fundamentals of writing a formal emai l in English above; here's how it works. In this English language email example, we're requesting products from individuals and businesses we already know.

How to write a professional email in English

In business, time is money, so the perfect professional email in English is short, clear, and straight to the point. So here's an example of how to write a professional email in English. 

How to write an informal email in English

When writing an informal email, you're not as constrained by the rules and can be freer with how you communicate and correspond. So here's an example of a warm and friendly email to someone you know.

Improving your email writing skills in English  

The best way to learn how to write English language emails is to read (and write) as many emails as possible. Check out samples online, sign-up to mailing lists, or read back through your inbox to identify English email examples you like.

To improve your email writing skills in English, one great approach is to keep a list of phrases you like and want to use. Over time, you'll find this helps you understand the building blocks of perfect English emails and improves your vocabulary as well as grammar skills.

You can also build a bank of email templates that you can use to save time when writing emails in English language. This resource can help you identify successful (and unsuccessful) emails, helping you develop your own style of writing formal email English.

Lastly, we must tooth our own horn. Flowrite's blog features dozens and dozens of articles on how to write formal and professional emails in English. They cover all the aspects of daily communication needed in various jobs and can help you become more productive at work and your personal life.

However, that's not all. Our AI writing assistant can help you to communicate with confidence by turning short instruction into ready-to-send emails in perfect English. If you don't believe us, check out the example of Flowrite in action below. As you can see it can be as easy as click of a button.

We hope that this blog post has helped you to learn how to write emails in English. If you found it helpful, we suggest that you bookmark this page to refresh your memory in case you ever have doubts about grammar, etiquette, phrases or format of email English. To relief yourself from any doubts make sure to try Flowrite and start to supercharge your daily communications.

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• Writing Tips

How to Write an Academic Email

4-minute read

• 21st October 2019

When you email a professor or tutor for the first time, you want to make a good impression. But how can you do this? Our top tips for writing an academic email include the following:

• Consider whether you need to send an email. You may be able to find the information in your syllabus, timetable, or other course materials.
• Write a clear subject line setting out what your email is about.
• Let the recipient know who you are and make a specific request.
• Use a clear, concise writing style and appropriate academic language.
• Proofread  your email carefully before hitting send.

Check out our guide below for more on how to write an academic email.

1. When to Send an Academic Email

If you say the word “inbox” to an academic, they will shudder in horror. This is because most lecturers and tutors receive dozens of emails every day. Keeping on top of this can take a lot of time and effort.

So, before writing an email, ask yourself: Do I need to send this?

Often, you can find the information you need in other places. If you want to know about a reading assignment, for example, you should check your syllabus, course documentation, or reading list.

This isn’t to say you shouldn’t ask for help. Academic staff are there to assist you. But they can do this more effectively if they have time to spare, so it’s best only to email someone when you can’t find the information elsewhere.

2. Subject Line

Every academic email should have a  clear subject line  that sets out why you’re emailing. For example, if you need to discuss a paper you’re writing, a vague subject line like “Question” or “Urgent!” may be easy to overlook.

Instead, you could write something like:

Aristotle Paper – Tutorial Request for Wednesday

This is short and simple, but the recipient will immediately understand the topic of your email, what you need, and when you need it.

3. Be Specific About Why You’re Emailing

The text of your email should be as specific as possible. To do this:

• Set out who you are and your relationship to the recipient.
• Explain your situation in no more than a couple sentences. For more complex requests, you’re better off setting up a meeting in person.
• Suggest how the recipient can help you address the problem.

This will ensure the recipient knows who you are and what you need from them. The simpler you make this, the easier it will be for them to respond.

4. Be Clear, Concise and Formal

As well as being specific, you need to use an appropriate writing style. This should be clear, concise, and  formal . Be sure to:

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• Address the recipient using their proper title (e.g.,  Dear  Prof.  Smith ).
• Use academic language as appropriate (avoid slang and emojis).
• Be polite in your request; don’t make demands.
• Thank the recipient for their time at the end of the email.

It may be the recipient is happy for you to use a less formal writing style. But it’s best to stick to formal, respectful language until you get to know them.

5. Proofread Carefully

Finally, be absolutely sure you  proofread your email before sending it.

This will save you from any embarrassing typos, ensuring your email is easy for the recipient to understand.

Example Academic Email

In closing, here’s an example of an academic email:

Dear Prof. Smith,

I am a first-year student on your Ancient Greek Philosophy module, and I was hoping we could meet to discuss the upcoming Aristotle paper (due on March 3).

I am planning to write about Plato and Aristotle, and I have attended the lectures and completed the required reading, but I have questions I would like to ask before I begin writing. Will you be available to meet this Wednesday?

Early afternoon would be best for me, but I am happy to adapt my schedule if you are not available then. If we cannot meet, do you have any books or research papers about Plato and Aristotle that you can suggest?

Thank you for your time.

Kind regards,

Isaac Kinsella

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The Beginner's Guide to Writing an Essay | Steps & Examples

An academic essay is a focused piece of writing that develops an idea or argument using evidence, analysis, and interpretation.

There are many types of essays you might write as a student. The content and length of an essay depends on your level, subject of study, and course requirements. However, most essays at university level are argumentative — they aim to persuade the reader of a particular position or perspective on a topic.

The essay writing process consists of three main stages:

• Preparation: Decide on your topic, do your research, and create an essay outline.
• Writing : Set out your argument in the introduction, develop it with evidence in the main body, and wrap it up with a conclusion.
• Revision:  Check your essay on the content, organization, grammar, spelling, and formatting of your essay.

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Table of contents

Essay writing process, preparation for writing an essay, writing the introduction, writing the main body, writing the conclusion, essay checklist, lecture slides, frequently asked questions about writing an essay.

The writing process of preparation, writing, and revisions applies to every essay or paper, but the time and effort spent on each stage depends on the type of essay .

For example, if you’ve been assigned a five-paragraph expository essay for a high school class, you’ll probably spend the most time on the writing stage; for a college-level argumentative essay , on the other hand, you’ll need to spend more time researching your topic and developing an original argument before you start writing.

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Before you start writing, you should make sure you have a clear idea of what you want to say and how you’re going to say it. There are a few key steps you can follow to make sure you’re prepared:

• Understand your assignment: What is the goal of this essay? What is the length and deadline of the assignment? Is there anything you need to clarify with your teacher or professor?
• Define a topic: If you’re allowed to choose your own topic , try to pick something that you already know a bit about and that will hold your interest.
• Do your research: Read  primary and secondary sources and take notes to help you work out your position and angle on the topic. You’ll use these as evidence for your points.
• Come up with a thesis:  The thesis is the central point or argument that you want to make. A clear thesis is essential for a focused essay—you should keep referring back to it as you write.
• Create an outline: Map out the rough structure of your essay in an outline . This makes it easier to start writing and keeps you on track as you go.

Once you’ve got a clear idea of what you want to discuss, in what order, and what evidence you’ll use, you’re ready to start writing.

The introduction sets the tone for your essay. It should grab the reader’s interest and inform them of what to expect. The introduction generally comprises 10–20% of the text.

1. Hook your reader

The first sentence of the introduction should pique your reader’s interest and curiosity. This sentence is sometimes called the hook. It might be an intriguing question, a surprising fact, or a bold statement emphasizing the relevance of the topic.

Let’s say we’re writing an essay about the development of Braille (the raised-dot reading and writing system used by visually impaired people). Our hook can make a strong statement about the topic:

The invention of Braille was a major turning point in the history of disability.

2. Provide background on your topic

Next, it’s important to give context that will help your reader understand your argument. This might involve providing background information, giving an overview of important academic work or debates on the topic, and explaining difficult terms. Don’t provide too much detail in the introduction—you can elaborate in the body of your essay.

3. Present the thesis statement

Next, you should formulate your thesis statement— the central argument you’re going to make. The thesis statement provides focus and signals your position on the topic. It is usually one or two sentences long. The thesis statement for our essay on Braille could look like this:

As the first writing system designed for blind people’s needs, Braille was a groundbreaking new accessibility tool. It not only provided practical benefits, but also helped change the cultural status of blindness.

4. Map the structure

In longer essays, you can end the introduction by briefly describing what will be covered in each part of the essay. This guides the reader through your structure and gives a preview of how your argument will develop.

The invention of Braille marked a major turning point in the history of disability. The writing system of raised dots used by blind and visually impaired people was developed by Louis Braille in nineteenth-century France. In a society that did not value disabled people in general, blindness was particularly stigmatized, and lack of access to reading and writing was a significant barrier to social participation. The idea of tactile reading was not entirely new, but existing methods based on sighted systems were difficult to learn and use. As the first writing system designed for blind people’s needs, Braille was a groundbreaking new accessibility tool. It not only provided practical benefits, but also helped change the cultural status of blindness. This essay begins by discussing the situation of blind people in nineteenth-century Europe. It then describes the invention of Braille and the gradual process of its acceptance within blind education. Subsequently, it explores the wide-ranging effects of this invention on blind people’s social and cultural lives.

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The body of your essay is where you make arguments supporting your thesis, provide evidence, and develop your ideas. Its purpose is to present, interpret, and analyze the information and sources you have gathered to support your argument.

Length of the body text

The length of the body depends on the type of essay. On average, the body comprises 60–80% of your essay. For a high school essay, this could be just three paragraphs, but for a graduate school essay of 6,000 words, the body could take up 8–10 pages.

Paragraph structure

To give your essay a clear structure , it is important to organize it into paragraphs . Each paragraph should be centered around one main point or idea.

That idea is introduced in a  topic sentence . The topic sentence should generally lead on from the previous paragraph and introduce the point to be made in this paragraph. Transition words can be used to create clear connections between sentences.

After the topic sentence, present evidence such as data, examples, or quotes from relevant sources. Be sure to interpret and explain the evidence, and show how it helps develop your overall argument.

Lack of access to reading and writing put blind people at a serious disadvantage in nineteenth-century society. Text was one of the primary methods through which people engaged with culture, communicated with others, and accessed information; without a well-developed reading system that did not rely on sight, blind people were excluded from social participation (Weygand, 2009). While disabled people in general suffered from discrimination, blindness was widely viewed as the worst disability, and it was commonly believed that blind people were incapable of pursuing a profession or improving themselves through culture (Weygand, 2009). This demonstrates the importance of reading and writing to social status at the time: without access to text, it was considered impossible to fully participate in society. Blind people were excluded from the sighted world, but also entirely dependent on sighted people for information and education.

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The conclusion is the final paragraph of an essay. It should generally take up no more than 10–15% of the text . A strong essay conclusion :

• Returns to your thesis
• Ties together your main points
• Shows why your argument matters

A great conclusion should finish with a memorable or impactful sentence that leaves the reader with a strong final impression.

What not to include in a conclusion

To make your essay’s conclusion as strong as possible, there are a few things you should avoid. The most common mistakes are:

• Including new arguments or evidence
• Undermining your arguments (e.g. “This is just one approach of many”)
• Using concluding phrases like “To sum up…” or “In conclusion…”

Braille paved the way for dramatic cultural changes in the way blind people were treated and the opportunities available to them. Louis Braille’s innovation was to reimagine existing reading systems from a blind perspective, and the success of this invention required sighted teachers to adapt to their students’ reality instead of the other way around. In this sense, Braille helped drive broader social changes in the status of blindness. New accessibility tools provide practical advantages to those who need them, but they can also change the perspectives and attitudes of those who do not.

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Checklist: Essay

My essay follows the requirements of the assignment (topic and length ).

My introduction sparks the reader’s interest and provides any necessary background information on the topic.

My introduction contains a thesis statement that states the focus and position of the essay.

I use paragraphs to structure the essay.

I use topic sentences to introduce each paragraph.

Each paragraph has a single focus and a clear connection to the thesis statement.

I make clear transitions between paragraphs and ideas.

My conclusion doesn’t just repeat my points, but draws connections between arguments.

I don’t introduce new arguments or evidence in the conclusion.

I have given an in-text citation for every quote or piece of information I got from another source.

I have included a reference page at the end of my essay, listing full details of all my sources.

My citations and references are correctly formatted according to the required citation style .

My essay has an interesting and informative title.

I have followed all formatting guidelines (e.g. font, page numbers, line spacing).

Your essay meets all the most important requirements. Our editors can give it a final check to help you submit with confidence.

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An essay is a focused piece of writing that explains, argues, describes, or narrates.

In high school, you may have to write many different types of essays to develop your writing skills.

Academic essays at college level are usually argumentative : you develop a clear thesis about your topic and make a case for your position using evidence, analysis and interpretation.

The structure of an essay is divided into an introduction that presents your topic and thesis statement , a body containing your in-depth analysis and arguments, and a conclusion wrapping up your ideas.

The structure of the body is flexible, but you should always spend some time thinking about how you can organize your essay to best serve your ideas.

Your essay introduction should include three main things, in this order:

• An opening hook to catch the reader’s attention.
• Relevant background information that the reader needs to know.
• A thesis statement that presents your main point or argument.

The length of each part depends on the length and complexity of your essay .

A thesis statement is a sentence that sums up the central point of your paper or essay . Everything else you write should relate to this key idea.

The thesis statement is essential in any academic essay or research paper for two main reasons:

• It gives your writing direction and focus.
• It gives the reader a concise summary of your main point.

Without a clear thesis statement, an essay can end up rambling and unfocused, leaving your reader unsure of exactly what you want to say.

A topic sentence is a sentence that expresses the main point of a paragraph . Everything else in the paragraph should relate to the topic sentence.

At college level, you must properly cite your sources in all essays , research papers , and other academic texts (except exams and in-class exercises).

Add a citation whenever you quote , paraphrase , or summarize information or ideas from a source. You should also give full source details in a bibliography or reference list at the end of your text.

The exact format of your citations depends on which citation style you are instructed to use. The most common styles are APA , MLA , and Chicago .

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What a Thesis Paper is and How to Write One

From choosing a topic and conducting research to crafting a strong argument, writing a thesis paper can be a rewarding experience.

It can also be a challenging experience. If you've never written a thesis paper before, you may not know where to start. You may not even be sure exactly what a thesis paper is. But don't worry; the right support and resources can help you navigate this writing process.

What is a Thesis Paper?

A thesis paper is a type of academic essay that you might write as a graduation requirement for certain bachelor's, master's or honors programs. Thesis papers present your own original research or analysis on a specific topic related to your field.

“In some ways, a thesis paper can look a lot like a novella,” said Shana Chartier , director of information literacy at Southern New Hampshire University (SNHU). “It’s too short to be a full-length novel, but with the standard size of 40-60 pages (for a bachelor’s) and 60-100 pages (for a master’s), it is a robust exploration of a topic, explaining one’s understanding of a topic based on personal research.”

Chartier has worked in academia for over 13 years and at SNHU for nearly eight. In her role as an instructor and director, Chartier has helped to guide students through the writing process, like editing and providing resources.

Chartier has written and published academic papers such as "Augmented Reality Gamifies the Library: A Ride Through the Technological Frontier" and "Going Beyond the One-Shot: Spiraling Information Literacy Across Four Years." Both of these academic papers required Chartier to have hands-on experience with the subject matter. Like a thesis paper, they also involved hypothesizing and doing original research to come to a conclusion.

“When writing a thesis paper, the importance of staying organized cannot be overstated,” said Chartier. “Mapping out each step of the way, making firm and soft deadlines... and having other pairs of eyes on your work to ensure academic accuracy and clean editing are crucial to writing a successful paper.”

How Do I Choose a Topic For My Thesis Paper?

What your thesis paper is for will determine some of the specific requirements and steps you might take, but the first step is usually the same: Choosing a topic.

“Choosing a topic can be daunting," said Rochelle Attari , a peer tutor at SNHU. "But if (you) stick with a subject (you're) interested in... choosing a topic is much more manageable.”

Similar to a thesis, Attari recently finished the capstone  for her bachelor’s in psychology . Her bachelor’s concentration is in forensics, and her capstone focused on the topic of using a combined therapy model for inmates who experience substance abuse issues to reduce recidivism.

“The hardest part was deciding what I wanted to focus on,” Attari said. “But once I nailed down my topic, each milestone was more straightforward.”

In her own writing experience, Attari said brainstorming was an important step when choosing her topic. She recommends writing down different ideas on a piece of paper and doing some preliminary research on what’s already been written on your topic.

By doing this exercise, you can narrow or broaden your ideas until you’ve found a topic you’re excited about. " Brainstorming is essential when writing a paper and is not a last-minute activity,” Attari said.

How Do I Structure My Thesis Paper?

Thesis papers tend to have a standard format with common sections as the building blocks.

While the structure Attari describes below will work for many theses, it’s important to double-check with your program to see if there are any specific requirements. Writing a thesis for a Master of Fine Arts, for example, might actually look more like a fiction novel.

According to Attari, a thesis paper is often structured with the following major sections:

Introduction

• Literature review
• Methods, results

Now, let’s take a closer look at what each different section should include.

Your introduction is your opportunity to present the topic of your thesis paper. In this section, you can explain why that topic is important. The introduction is also the place to include your thesis statement, which shows your stance in the paper.

Attari said that writing an introduction can be tricky, especially when you're trying to capture your reader’s attention and state your argument.

“I have found that starting with a statement of truth about a topic that pertains to an issue I am writing about typically does the trick,” Attari said. She demonstrated this advice in an example introduction she wrote for a paper on the effects of daylight in Alaska:

In the continental United States, we can always count on the sun rising and setting around the same time each day, but in Alaska, during certain times of the year, the sun rises and does not set for weeks. Research has shown that the sun provides vitamin D and is an essential part of our health, but little is known about how daylight twenty-four hours a day affects the circadian rhythm and sleep.

In the example Attari wrote, she introduces the topic and informs the reader what the paper will cover. Somewhere in her intro, she said she would also include her thesis statement, which might be:

Twenty-four hours of daylight over an extended period does not affect sleep patterns in humans and is not the cause of daytime fatigue in northern Alaska .

Literature Review

In the literature review, you'll look at what information is already out there about your topic. “This is where scholarly articles  about your topic are essential,” said Attari. “These articles will help you find the gap in research that you have identified and will also support your thesis statement."

Telling your reader what research has already been done will help them see how your research fits into the larger conversation. Most university libraries offer databases of scholarly/peer-reviewed articles that can be helpful in your search.

In the methods section of your thesis paper, you get to explain how you learned what you learned. This might include what experiment you conducted as a part of your independent research.

“For instance,” Attari said, “if you are a psychology major and have identified a gap in research on which therapies are effective for anxiety, your methods section would consist of the number of participants, the type of experiment and any other particulars you would use for that experiment.”

In this section, you'll explain the results of your study. For example, building on the psychology example Attari outlined, you might share self-reported anxiety levels for participants trying different kinds of therapies. To help you communicate your results clearly, you might include data, charts, tables or other visualizations.

The discussion section of your thesis paper is where you will analyze and interpret the results you presented in the previous section. This is where you can discuss what your findings really mean or compare them to the research you found in your literature review.

The discussion section is your chance to show why the data you collected matters and how it fits into bigger conversations in your field.

The conclusion of your thesis paper is your opportunity to sum up your argument and leave your reader thinking about why your research matters.

Attari breaks the conclusion down into simple parts. “You restate the original issue and thesis statement, explain the experiment's results and discuss possible next steps for further research,” she said.

Find Your Program

Resources to help write your thesis paper.

While your thesis paper may be based on your independent research, writing it doesn’t have to be a solitary process. Asking for help and using the resources that are available to you can make the process easier.

If you're writing a thesis paper, some resources Chartier encourages you to use are:

• Citation Handbooks: An online citation guide or handbook can help you ensure your citations are correct. APA , MLA and Chicago styles have all published their own guides.
• Citation Generators: There are many citation generator tools that help you to create citations. Some — like RefWorks — even let you directly import citations from library databases as you research.
• Your Library's Website: Many academic and public libraries allow patrons to access resources like databases or FAQs. Some FAQs at the SNHU library that might be helpful in your thesis writing process include “ How do I read a scholarly article? ” or “ What is a research question and how do I develop one? ”

It can also be helpful to check out what coaching or tutoring options are available through your school. At SNHU, for example, the Academic Support Center offers writing and grammar workshops , and students can access 24/7 tutoring and 1:1 sessions with peer tutors, like Attari.

"Students can even submit their papers and receive written feedback... like revisions and editing suggestions," she said.

If you are writing a thesis paper, there are many resources available to you. It's a long paper, but with the right mindset and support, you can successfully navigate the process.

“Pace yourself,” said Chartier. “This is a marathon, not a sprint. Setting smaller goals to get to the big finish line can make the process seem less daunting, and remember to be proud of yourself and celebrate your accomplishment once you’re done. Writing a thesis is no small task, and it’s important work for the scholarly community.”

A degree can change your life. Choose your program  from 200+ SNHU degrees that can take you where you want to go.

Meg Palmer ’18 is a writer and scholar by trade who loves reading, riding her bike and singing in a barbershop quartet. She earned her bachelor’s degree in English, language and literature at Southern New Hampshire University (SNHU) and her master’s degree in writing, rhetoric and discourse at DePaul University (’20). While attending SNHU, she served as the editor-in-chief of the campus student newspaper, The Penmen Press, where she deepened her passion for writing. Meg is an adjunct professor at Johnson and Wales University, where she teaches first year writing, honors composition, and public speaking. Connect with her on LinkedIn .

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SNHU is a nonprofit, accredited university with a mission to make high-quality education more accessible and affordable for everyone.

Founded in 1932, and online since 1995, we’ve helped countless students reach their goals with flexible, career-focused programs . Our 300-acre campus in Manchester, NH is home to over 3,000 students, and we serve over 135,000 students online. Visit our about SNHU  page to learn more about our mission, accreditations, leadership team, national recognitions and awards.

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College Prep 101: Expert Tips on Search, Applications & Essays

Feeling a little overwhelmed about how to find (and then successfully apply to) colleges.

This College Prep 101 webinar series – led by our admission experts – is designed for you to feel confident going into your college search and make sure you’re putting your best self forward in the application process.

Watch one, two, or all of them to learn how to navigate this exciting (and sometimes stressful) next step in your education!

FYI: We’re using Zoom Webinar – no Zoom account, microphone, or camera is needed, but you will be able to ask live questions in the Q&A section. Just plan to access the webinar from a device of some kind (phone, laptop, Chromebook, etc).

The College Search Process: Where do I start?

Tuesday, september 17, 6:30-7:00pm pt.

How do you choose a college? How do you pick the right type of school? What questions should you be asking to narrow down your search and how do you decide where to apply? These questions are common ones we hear at the beginning of the college search process. It can feel overwhelming, but after this webinar, you’ll know how to make a solid start.

College Applications: How to Land in the 'Yes' Pile

Wednesday, september 18, 6:30-7:00pm pt.

Have you wondered what the college application process is really like? How does an admission counselor at a 4-year university review your application? What classes should you be taking in high school? What experiences are important? Will a bad grade in one class ruin your chances of getting into your dream college? And what helps you as an applicant stand out from the crowd? If you are curious how to land in the ‘yes’ pile, then this webinar is for you!

The College Essay: Writing with Confidence

Thursday, september 19, 6:30-7:00pm pt.

Does a college essay really make a difference? Absolutely! But the hardest part is often deciding where to start and what to write about. We will cover how to pick a topic, how to sound authentic, and how to engage a reader (while also staying within the word count)! You’ll leave this webinar equipped with tips to make writing your admissions essay a breeze.

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Controversial opinion: email marketing isn’t going anywhere.

Four billion people use email daily; over 50% of marketers send 2-3 emails daily. Marketing emails convert, inform, and build relationships — not just with customers, but also with employees. And clear, strategic copywriting is at the heart of email conversion.

Whether you execute a 10-part promo campaign, a monthly newsletter, or a team update, you must master email copywriting principles. Pinpointing your audience’s needs, call to action, and personalization opportunities is key.

This guide breaks down the jargon to offer you practical tips and examples. We discuss email types and key components to optimize and throw in 8 expert tips for successful email copywriting.

What Is Email Copywriting?

Email copywriting is a mix of strategy, planning, and content creation required to send business emails.

Recipients include customers, employees, sales leads, and other stakeholders. Likewise, your email copywriting can serve different aims, such as:

• Boosting customer metrics including sales, engagement, satisfaction, and retention.
• Increasing conversion for events, job applications, and other opportunities.
• Strengthening 1-to-1 relationships with stakeholders such as sales leads, vendors, and investors.
• Updating and engaging your staff.
• Giving legally-mandated information to customers, such as purchase receipts.

Successful email copywriting helps your external and internal communications thrive. With a consistent and data-driven approach, you can attract new customers and boost employee engagement — leveraging a channel that professionals use for nearly a third of their working week.

However, emails require a different structure and style compared with, say, social media posts or chat messages. They must feel like a personal letter, and be clear and skimmable to cut through the noise in the attention economy.

5 Types of Email Copywriting

The structure, tone, length, and content of emails vary depending on their end goal. Here are 5 key types of email copywriting:

1. Transactional emails

Transactional emails communicate critical information to customers. They either require users to take action (e.g., change their password) or are strictly informational (e.g., event registration confirmation).

Transactional email examples:

• ✅ Payment confirmation
• ✅ Terms and conditions change notification

2. Nurturing emails

Nurturing emails engages current or prospective customers so they move along the sales funnel . They offer useful or entertaining info to subscribers interested in your expertise, but not ready to buy.

A nurturing email could be as low-maintenance as a “seasons greetings” e-card or as data-backed as a white paper summary.

Nurturing email examples:

• ✅ Internal company events round-up
• ✅ Summary of recent blog posts

3. Promotional emails

Promo emails are nurturing emails’ hard-sell siblings. They convert readers with calls to action (CTAs) such as “Book now” or “Browse our collection”. They’re also highly focused.

For instance, you may promote a specific event or product while creating urgency with sales discounts and time limits.

Promotional email examples:

• ✅ 1-to-1 advisory session with the founder
• ✅ First month free offer

4. Triggered emails

Triggered emails shoot off automatically, a set amount of time (e.g., 15 minutes) after a certain event (e.g., a user abandons their online cart.)

They’re short and sweet, reminding recipients what they’ve done (e.g., “You left these products in your cart!”) and encouraging them to take the natural next step (e.g., “Check out before stocks run out.”)

Triggered email examples:

• ✅ “You just downloaded our white paper. Now, book a call with our rep.”
• ✅ Discount on just-viewed product

5. Retargeting emails

Retargeting emails rekindle relationships with inactive prospects. For example, you may have had a positive demo with a lead before they went AWOL.

Whether manual or automated, retargeting emails are extra-personalized (e.g., including the date of their last interaction) and suggest next steps (e.g., “Read our latest report.”)

Retargeting email examples:

• ✅ ”We made updates to the product you were interested in.”
• ✅ 1-to-1 catch-up with account manager

5 Key Components of Effective Email Copy

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1L Final Exams: 5 Things to Start Doing Now to Prepare

Last Updated: Aug 28, 2024

By Mike Sims, BARBRI President

You’ve figured it out already. Most, if not all, of your first-year grades will depend on your performance on your final exams. And, if not all, of your finals will consist of essay questions….but law school essay questions are different than what you’ve previously experienced.

It’s not about how much law you’ve memorized. Instead, your job is to solve the problem presented in your essay question. You are being tested on your ability to apply the facts to the rules of law you have learned and explain how you arrived at a reasonable solution and solve the problem.

So what should you start doing NOW to learn the material and position yourself well for final exams?

Read the assignments

Always try to get the reading done even if it feels like you don’t understand everything (or anything!).

Always go to class – even on the rare occasions that you are unprepared

The most important thing is that you learn what the professor thinks the case said – not what you think the case said.

Write down every fact pattern that your professor gives you in class as you go

These are all previews for what will likely be on the final exam.

Consistently review

Try a daily review – quickly take 5-10 minutes at the end of each day to jot notes about what the professor said was important in class that day while it’s still fresh.

A periodic review at the end of every major topic in each course is a must.

• The end of every roman numeral in the syllabus is an excellent way to gauge the end of a topic.
• Review your notes and distill all of the information down to a couple of pages. This overall process is often called outlining, but outlining for the sake of outlining is not the goal. Neither is just re-writing all of your notes. The goal is to learn the material.

Do some practice questions

Don’t worry too much about the specific number of practice questions you do, but make sure you do some.

• Most professors have old exam questions on file. With at least one, sit down and write out a full answer – give yourself the same amount of time you’ll have on exam day for that question, get together with friends, read each others’ answers.
• BARBRI’s 1L Mastery package also includes practice essay and multiple-choice questions to give you additional confidence. If you haven’t already enrolled in 1L Mastery,  do so here.
• If you have questions as you review, take advantage of your professor’s office hours.

Be consistent with these practices and they’ll pay off big time as you approach final exam time.  Click here for more law school final exam tips. 

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How To Do Email Marketing: A Beginner’s Guide

Sep 3, 2024 - By Skirmantas Venckus & Emily Austin

Imagine opening your inbox every morning, scrolling past dozens of emails, yet only a few actually catch your eye. What is it about those emails that makes you pause, click, and engage?

The truth is, behind every compelling email is a strategy—one that understands not just what to say, but how to say it in a way that resonates.

Curious to know the secrets behind those emails that make you stop and take notice? Let’s dive into the strategies that turn simple messages into converting ones.

Why is Email Marketing Campaign Important?

Email marketing continues to play a pivotal role in the marketing mix in this digital age.

As the most profitable channel for a business, email marketing helps you connect and engage with potential customers. It allows you to build long-lasting relationships and drive sales. And that’s not all:

• Increase brand awareness . A successful email campaign can bring long-term benefits. If you share valuable email content , news, updates, and more with your subscribers, they might share a word about your brand and products with others. That is, increase awareness about your brand;
• Drive customer engagement with the brand. Emails are incredibly versatile, giving you the freedom to create almost anything you can imagine. Harness this power to pique your subscribers’ curiosity about your following offerings and foster deeper engagement with your brand;
• Boost website traffic. Share enticing snippets of your most popular content to encourage interested subscribers to dive into the full articles. Include a clear call-to-action (CTA) that directs your subscribers to dedicated landing and sales pages to learn more about and purchase your products or services;
• Generate more interested leads. Nothing is off the table when you want your recipients to visit and click through your website or landing pages with more information. Personalize your content, create compelling subject lines, and clear CTAs to make them come again and again;
• Nurture leads toward a sale. Your time and effort spent crafting the email sequences can pay back in dozens. Use them to educate, inform, and build trust with potential customers, addressing their pain points and showcasing your products as solutions;
• Sell more products and add more revenue to your business. When strategically crafted, thesecampaigns promote your products and create a sense of urgency and desire among your subscribers. Combine this with segmentation and targeted content to have much higher chances of conversions and better customer retention.

How to Do Email Marketing Campaign Successfully?

Are you inspired to create email marketing campaigns that your target audience loves but need help knowing where to begin? This quick guide is a good headstart:

Define Your Goals 

Your first step should always be to ask yourself a question: What do you want to achieve from your email campaign ? 

Do you want to drive sales, increase website traffic, or perhaps improve customer retention? 

Based on your expectations, set specific, measurable, attainable, relevant, and time-bound (SMART) goals. This will help your email marketing plans and make it easy to measure success.

• Quantify your goals . Determine key performance indicators (KPIs) like open rates, click-through rates, conversions, and revenue generated; 
• Align with business objectives . Ensure your email campaign goals align with broader business goals, whether it’s brand awareness, lead generation, or customer engagement.

Know Your Audience

Understanding your audience is crucial for successful email campaigns. 

Gather data through primary market research, customer feedback, and marketing analytics to learn about their preferences, behaviors, and needs. You can look at Google Analytics, social media insights, and other mediums to understand their preferences and behaviors. 

The insights will help you tailor your content, making it more relevant and engaging to your audience. 

Here’s what you can do after you’ve got some data about your audience: 

• Create personas . Create buyer personas to better understand and address the specific needs and interests of different segments of your audience; 
• Segmentation . Divide your audience into segments based on demographics, purchase history, and engagement levels to personalize emails accordingly. 

Choose the Right Email Marketing Platform

Once you outline your goals and have a basic understanding of your audience, it’s time to pick an email marketing tool. 

Choose a solution that offers essential features like automation and drag-and-drop builder and has a generous free plan. Also, look for email marketing platforms with responsive customer support. 

If you want a no-fuss solution with all the premium features, human customer support, and amazing deliverability, try Sender .

Set up your email campaign in a breeze with Sender’s drag-and-drop builder and responsive templates.

Email Subject Line & Preheader

When you’re ready with your email marketing solution, it’s time to start creating a campaign. The first step is to create an engaging email subject line and a preheader text. 

Your subject line is the first thing a prospect will notice. Moreover, it’s the only thing that influences their decision to click (or ignore) your email. So, always pay extra attention to creating them. Your subject lines should: 

• Consist of action words or reasons to click; 
• Be personalized; 
• Invoke FOMO, urgency, or curiosity; 
• Not contain common spam words. 

Your email subject lines should be catchy and informative, while preheaders (the text next to it) should elaborate more on the topic. 

Design Email Campaign 

Once you’re done writing a compelling subject line, it’s time to design your email campaign. 

Your goal should be to design a compelling email campaign that attracts, engages, and compels subscribers to know more about your offer or product. A visually appealing design with a balance of text and graphics will give you the best results. 

• Use a responsive template that adapts to various devices; 
• Keep the layout simple and clean, with a clear call-to-action (CTA); 
• Create an engaging header with information that makes them read further; 
• Add interactive elements like countdown timers, reviews, or product blocks. 

Sender helps you create a beautiful email even if you’re not a designer. With an intuitive drag-and-drop builder and a library of readymade email templates, you can get started within minutes.

Pick one from the library of responsive email templates that fit your email marketing goals and brand identity. Then, use the visual design builder to customize its layout, content, and other design elements as per your requirements.

Craft Compelling Content

Your subject line will attract, your design will engage them, and what you write in your email will convince them to act. So, your content should be quite compelling and relevant for your audience. 

Start with a catchy introduction, explain the benefits of your offer, and end with a strong CTA. Break down your content into blocks using bullet points for clarity and easy scannability. 

Also, make sure to personalize your content based on what your audience needs. Remember, all your marketing emails should always include the following:

• Company’s name;
• Contact information;
• Unsubscribe link;
• Privacy policy link;
• Brand logo.

Once you’re done writing your content and are happy with the email design, send a test email and move on to the next step, i.e. choosing who to send the emails to. 

Select Recipients / Build Your Email List 

Select a list of recipients you want to reach with your email marketing campaign. This can include all subscribers or any specific group/segment based on your goals. 

If you’re new to email marketing and don’t have any subscribers yet, set up popups or sign-up forms on your high-traffic pages. 

You can use the signup forms template library within Sender to quickly set up a form and start building an email list . Alternatively, you can import your current subscribers.

Once you’ve gathered subscribers (or have an existing audience), you can send an email campaign instantly or schedule it for the future. 

Test and Optimize 

Before launching your campaign, test your campaign by using A/B or split testing. Pick two groups and send them different variations of the same campaign. You can play with subject lines, email content, and send times to determine what works best with your audience. 

Gather insights on what works best between two (or more variations) and then use them to optimize the campaign. You can also take this step after you’ve launched the campaign to optimize future campaigns. 

Launch the Campaign

Once you’re happy with the results, click to launch the campaign immediately or schedule it to go out later. 

After you launch your campaign, check your key engagement metrics to see if they’re what you’ve expected. If not, optimize your campaign accordingly and use the gathered insights for future campaigns.

Email Marketing Examples to Inspire Your Campaigns

By breaking down some standout examples, you’ll see how the right approach can transform a simple email. With the right strategy, it becomes a compelling piece of communication that drives results.

Ready to see these strategies in action? Explore some emails that truly hit the mark:

Last Crumb — Welcome Email Example

Welcome emails are one of the most important emails you will ever send. It sets the foundation for the future relationship with the subscriber. Here’s an example of a great welcome email by Last Crumb:

The welcome email is great at creating an instant connection. The personalized letter with an appealing header image makes the reader feel special. The talk about brand values in the welcome email is an excellent idea, as most consumers are attracted to brands with a strong ethos.  

Why it works? 

• Relatable and warm email copy; 
• Simple and minimalist design; 
• Reassurance and confidence towards brand values; 

Scott’s Cheap Flights — Monthly Newsletter Example

Monthly newsletters are like personal letters that a brand sends to its subscriber list informing them about the latest happenings. Generally, newsletters have a common theme and reach out to users on a weekly, bi-weekly, or monthly basis.

Here’s a great example of a monthly newsletter by Scott’s Cheap Flights: 

The company sends a monthly newsletter touching on a relevant topic and sharing its take on the issue. The newsletter email discusses the issue and shares relevant messages, articles, blogs, and more for the reader, just like a magazine. 

• Reminds users about your brand or business; 
• Adds value to subscriber’s life consistently; 
• Shares things that they’d love to read on a regular basis. 

Gold Belly — Promotional Email Example

Promotional email campaigns tell subscribers about your latest offers, sales, discounts, or deals on your product range. It’s a great way to remind them about you, generate interest, and increase sales by luring customers to buy. Here’s an example of promotional emails by Gold Belly: 

The refreshing email has a striking and eye-catchy design. Plus, the reference (and social credential) to Martha Stewart is an ice-breaker, making the subscriber consider buying from the brand.

The promotional email has excellent offers, a subject line that stands out (Banana Pudding on Sale — Martha Steward APPROVED! ), and great CTAs to make an impact.

• Attention-grabbing subject line; 
• Beautiful email design; 
• Social proof embedded within the email; 
• Great and contextual offers that tempt users to make a purchase. 
• Email Marketing Made Simple for Small Business Owners
• 15 Successful Email Marketing Examples

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