how to write a good email essay

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How to Write an Email

Last Updated: May 7, 2024 Fact Checked

This article was co-authored by Tami Claytor and by wikiHow staff writer, Rain Kengly . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 556,367 times.

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

Things You Should Know

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

Email Essentials

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

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

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

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

Writing a Friendly Email

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

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

• "Morning Bob!"

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

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

Writing a Formal Email

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

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

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

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

• Yours faithfully
• Best regards
• Best wishes

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

Specific Types of Friendly Emails

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

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

Specific Types of Formal Emails

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

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

Sample Professional Emails

Community Q&A

• Never provide usernames, passwords, or personal information like credit card numbers and social security numbers via email. Thanks Helpful 3 Not Helpful 1

You Might Also Like

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

About This Article

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

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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, and one more thing....

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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.”

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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.

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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!)

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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.

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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”!

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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 .

FluentU takes authentic videos—like music videos, movie trailers, news and inspiring talks—and turns them into personalized language learning lessons.

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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.

If you like learning English through movies and online media, you should also check out FluentU. FluentU lets you learn English from popular talk shows, catchy music videos and funny commercials , as you can see here:

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Essay Papers Writing Online

Mastering the art of essay writing – a comprehensive guide.

Essay writing is a fundamental skill that every student needs to master. Whether you’re in high school, college, or beyond, the ability to write a strong, coherent essay is essential for academic success. However, many students find the process of writing an essay daunting and overwhelming.

This comprehensive guide is here to help you navigate the intricate world of essay writing. From understanding the basics of essay structure to mastering the art of crafting a compelling thesis statement, we’ve got you covered. By the end of this guide, you’ll have the tools and knowledge you need to write an outstanding essay that will impress your teachers and classmates alike.

So, grab your pen and paper (or fire up your laptop) and let’s dive into the ultimate guide to writing an essay. Follow our tips and tricks, and you’ll be well on your way to becoming a skilled and confident essay writer!

The Art of Essay Writing: A Comprehensive Guide

Essay writing is a skill that requires practice, patience, and attention to detail. Whether you’re a student working on an assignment or a professional writing for publication, mastering the art of essay writing can help you communicate your ideas effectively and persuasively.

In this comprehensive guide, we’ll explore the key elements of a successful essay, including how to choose a topic, structure your essay, and craft a compelling thesis statement. We’ll also discuss the importance of research, editing, and proofreading, and provide tips for improving your writing style and grammar.

By following the advice in this guide, you can become a more confident and skilled essay writer, capable of producing high-quality, engaging essays that will impress your readers and achieve your goals.

Understanding the Essay Structure

When it comes to writing an essay, understanding the structure is key to producing a cohesive and well-organized piece of writing. An essay typically consists of three main parts: an introduction, the body paragraphs, and a conclusion.

Introduction: The introduction is where you introduce your topic and provide some background information. It should also include your thesis statement, which is the main idea or argument that you will be discussing in the essay.

Body paragraphs: The body of the essay is where you present your supporting evidence and arguments. Each paragraph should focus on a separate point and include evidence to back up your claims. Remember to use transition words to link your ideas together cohesively.

Conclusion: The conclusion is where you wrap up your essay by summarizing your main points and restating your thesis. It is also a good place to make any final thoughts or reflections on the topic.

Understanding the structure of an essay will help you write more effectively and communicate your ideas clearly to your readers.

Choosing the Right Topic for Your Essay

One of the most crucial steps in writing a successful essay is selecting the right topic. The topic you choose will determine the direction and focus of your writing, so it’s important to choose wisely. Here are some tips to help you select the perfect topic for your essay:

By following these tips and considering your interests, audience, and research, you can choose a topic that will inspire you to write an engaging and compelling essay.

Research and Gathering Information

When writing an essay, conducting thorough research and gathering relevant information is crucial. Here are some tips to help you with your research:

Crafting a Compelling Thesis Statement

When writing an essay, one of the most crucial elements is the thesis statement. This statement serves as the main point of your essay, summarizing the argument or position you will be taking. Crafting a compelling thesis statement is essential for a strong and cohesive essay. Here are some tips to help you create an effective thesis statement:

• Be specific: Your thesis statement should clearly state the main idea of your essay. Avoid vague or general statements.
• Make it arguable: A strong thesis statement is debatable and presents a clear position that can be supported with evidence.
• Avoid clichés: Stay away from overused phrases or clichés in your thesis statement. Instead, strive for originality and clarity.
• Keep it concise: Your thesis statement should be concise and to the point. Avoid unnecessary words or phrases.
• Take a stand: Your thesis statement should express a clear stance on the topic. Don’t be afraid to assert your position.

By following these guidelines, you can craft a compelling thesis statement that sets the tone for your essay and guides your reader through your argument.

Writing the Body of Your Essay

Once you have your introduction in place, it’s time to dive into the body of your essay. The body paragraphs are where you will present your main arguments or points to support your thesis statement.

Here are some tips for writing the body of your essay:

• Stick to One Main Idea: Each paragraph should focus on one main idea or argument. This will help keep your essay organized and easy to follow.
• Use Topic Sentences: Start each paragraph with a topic sentence that introduces the main idea of the paragraph.
• Provide Evidence: Support your main points with evidence such as facts, statistics, examples, or quotes from experts.
• Explain Your Points: Don’t just state your points; also explain how they support your thesis and why they are important.
• Use Transition Words: Use transition words and phrases to connect your ideas and create a smooth flow between paragraphs.

Remember to refer back to your thesis statement and make sure that each paragraph contributes to your overall argument. The body of your essay is where you can really showcase your critical thinking and analytical skills, so take the time to craft well-developed and coherent paragraphs.

Perfecting Your Essay with Editing and Proofreading

Editing and proofreading are essential steps in the essay writing process to ensure your work is polished and error-free. Here are some tips to help you perfect your essay:

• Take a Break: After writing your essay, take a break before starting the editing process. This will help you look at your work with fresh eyes.
• Focus on Structure: Check the overall structure of your essay, including the introduction, body paragraphs, and conclusion. Make sure your ideas flow logically and cohesively.
• Check for Clarity: Ensure that your arguments are clear and easy to follow. Eliminate any jargon or confusing language that might obscure your message.
• Grammar and Punctuation: Review your essay for grammar and punctuation errors. Pay attention to subject-verb agreement, verb tense consistency, and proper punctuation usage.
• Use a Spell Checker: Run a spell check on your essay to catch any spelling mistakes. However, don’t rely solely on spell checkers as they may miss certain errors.
• Read Aloud: Read your essay aloud to yourself or have someone else read it to you. This can help you identify awkward phrasing or unclear sentences.
• Get Feedback: Consider getting feedback from a peer, teacher, or writing tutor. They can offer valuable insights and suggestions for improving your essay.

By following these editing and proofreading tips, you can ensure that your essay is well-crafted, organized, and free of errors, helping you make a strong impression on your readers.

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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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• How to Write an Address (21+ Examples)
• 60 About Me Examples (Writing Guide + Free Templates)
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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

• 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
• How does BCC work: complete guide
• How to craft an introduction email to a new team

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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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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 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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How to Write an Email

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

Formatting and Components

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

To, CC, BCC

Attachments.

• Subject Line

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

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

Discover More:

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

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

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

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

Always start your email with a greeting.

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

Formal emails, such as for a job application or  sales email , require a formal greeting. When considering personal emails or those between close colleagues, it’s usually fine to use a more casual greeting. You should keep this in mind in you’re using any email templates or AI writing tools.

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

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

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

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

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

Sending and Writing an Email – Dos and Don’ts

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

How To Write An Email – The Basics

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

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

How to Write an Email Subject Line — Examples

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

How to Write Email Introduction – Examples

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

How to Write the Email Body – Examples

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

How to Write an Email Signature or Sign Off – Examples

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

How To Write Email Like A Boss – Full Examples

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

How to Write an Email to a Friend or Family Member

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

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

Example 

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

Love, 

How to Write an Email to a Teacher or Professor

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

Dear Professor Smith, 

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

Kind Regards, 

How to Write an Email for a Job Application 

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

Dear Sir/Madam, 

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

Best Regards, 

Lorraine Lister

How to Write a Thank You Email After an Interview 

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

Dear Jan, 

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

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

Kindest Regards, 

How to Write an Email for Business Purposes 

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

Hi Team, 

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

Best, 

Emma Watson

Sales Manager

ABC Company

How to Write an Email – FAQs

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

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

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

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

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

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

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Dec 16, 2022

8 samples on how to send a formal email

Learn how to write a formal email including format, structure, greetings, body, and sign-offs with the help of our formal email examples and template.

Lawrie Jones

Table of contents

Formal emails play a crucial role in communicating information clearly and without errors in our business, professional and personal lives.

So, whether you're enquiring about an opportunity, inviting someone to an event, or resigning from a job, knowing how to write a formal email is an essential skill you need to know.

In this guide on how to write a formal email, we break down the process into simple steps. Then, we describe the ideal formal email format and provide a selection of formal email examples that you can use as the basis for your correspondence. 

Writing formal emails has never been faster or easier, just use Flowrite. Our smart email templates that write your email for you, like this:

What is a formal email?

A formal email is an email that you send to a person (or group of people) that you don't know or an important email that you are sending to a person in a position of authority – your boss, for example.

Emailing or messaging a close colleague or a friend can be done in a more informal way ( here are some informal sample emails ).

Writing a formal email is similar to writing a formal letter, with the same structure, salutations, and sign-off. They're free from spelling and grammatical errors, planned and written with a clear purpose.

Formal emails are polite, professional, and get straight to the point. They're 100% focused on an outcome, leaving no room for mistakes or misunderstandings.

Some examples of formal emails include:

• Introducing yourself to a professional person that you don't know
• Making a complaint
• Resigning from a job
• Offering an apology

You may be asking why, in a digital world, we still need formal emails? 

Many organizations and individuals have indeed shifted to communicating less formally. However,  US researchers found  this can cause problems in the workplace, contributing to what they describe as a growing risk of "incivility".

Organizations where individuals communicate formally, politely, and with respect are less likely to experience conflict, they say.

Formal emails have some influential friends. The Plain English Campaign has been calling for clarity in communication since 1979. "Remember that people are unlikely to be offended if you are too formal, but some may think you are being rude if you are too informal," they advise.

The solution? "Always think about the reader." 

We agree. If you know the person you are writing to, then you have the freedom to write more informally. If you don't know the person or the message you are sending is important, be formal. 

We've written before about the importance of professional communication. To learn more, check out our guide on  how to write a professional email .

Why write a formal email?

"People tend to believe that they can communicate over email more effectively than they actually can," researchers at the  American Psychological Association  found. In a 2005 study, they performed a series of experiments and concluded that it's hard to convey emotion and tone over email. 

The reason? Because of our own "egocentrism," we're unable to detach ourselves from our perspective and see someone else's. 

Put simply, it's easy for misunderstandings to occur if we're too friendly or informal in our emails. The  tone of voice  may not be suitable for communicating vital information, too. 

Formal emails remove the potential for misunderstanding and misrepresentation. It's all about observing the correct  business email etiquette .

A formal email has a clear purpose and treats the reader with respect. It's written in a standard way that travels across borders and cultures. 

Writing formal emails can benefit anyone in business, including leaders, says the influential  Forbes columnist Benjamin Laker . Emails should be respectful of emotions and delivered with empathy. Most importantly, your email says a lot about your "personal brand". How do you want to be perceived?

A well-written formal email is polite and professional, two powerful brand attributes that will improve your brand and increase business success.

Formal email format

Creating great formal emails is very simple. There are just five parts to the perfect formal business email format:

• Opening lines & Body 

Each piece of correspondence follows the same formal email structure , which means that once you've mastered it, you'll never need to change.

1. Formal email subject line

In business, time is money, so be brief.

Your subject line should be short and easy to understand. Tell your reader precisely what's in the message. The ideal formal email subject line is a few words: "Leave Request", "Meeting Request", or "Customer Complaint", for example. 

Formal email subject lines shouldn't attempt to be overly friendly or funny either. 

2. How to start a formal email

The formal way to start an email is to use 'Dear'.

It may seem old-fashioned or strange if you know the person, but it's about following some set rules that we've used for generations to communicate formally. Dear is a formal email salutation that continues to be used to this day.

If you know the person's gender, you can use what's called an honorific – Mr, Mrs, etc. – but we'd suggest simply using the full name if you have it. This advice may seem to contradict some of the older guides on formal writing, but it reflects broader changes in society.

If you want to know how not to open a formal email, avoid "Dear Sir/Madam" or stuffy-sounding collective terms such as "To whom it may concern".

3. Formal email greetings with no name

Suppose you're worried about how to write a formal email without knowing the name. In that case, you can use "Dear Sir/Madam" as a suitable substitute. This approach is practical, too, if you don't know how to address a formal email to a company.

When deciding how to start a formal email to multiple recipients, you have several options (in case you need it, here's our guide to remind you about how to use CC and BCC ). For example, you can address the team ("Dear team"), collective ("Dear all", "Dear Colleagues"), or for events ("Greetings"). 

You can check out our guide on  how to start an email . 

4. Formal email opening lines

There is no standard formal email opening. Instead, you'll have to decide what's appropriate for the communication and the context. 

If you don't know the person (or organization) you are writing to, it's polite to introduce yourself. However, if you know the person, you don't need to do this and can jump straight into the meat of your message.

We provide examples of several formal email opening sentences below. If you need some more email intro inspiration, read our  article on best email opening lines .

We would advise against using empty phrases such as "I hope you are doing well" in a formal email. Such phrases are clichés that add nothing to a message, and you should avoid them.

5. Formal email body

So, you've engaged the recipient and introduced yourself (if required), now it's time to get to the point.  

We provide some examples below, but formal email communication should follow the Pyramid Principle. Developed by a leading executive at McKinsey, the  Pyramid Principle  states that you should start with the answer first and structure the information underneath it to support your argument.

In a formal email, the recipient will want to know what the message is about and why they should care about it. So, tell them!

You can see some examples below of how we address several examples. We also illustrate how to end a formal email, including common formal email closing sentences.

6. Formal email sign off

A formal email ending uses a specific ending (or a valediction to give it its formal name). Readers will be familiar with (and expect) formal ways to end an email.

In most cases, you'll use the formal email ending "Yours sincerely" if you know the name of the person you are writing to.

If you don't (or are writing to a group of people, for example), you'd typically end a formal email with "Yours faithfully".

However, there are changes in how to end an email formally. Examples of acceptable formal endings include "Sincerely", "Regards", and "With best wishes".

The best way to end a formal email depends on the individual, the context, and what you're communicating. In most cases, we'd suggest sticking with either "Yours sincerely", or "yours faithfully".

Are you struggling to find a fitting ending? See our in-depth guide on  how to end an email . 

8 Formal email examples

To illustrate the points above, we've created a selection of formal email writing examples for situations you may encounter. 

While it can be helpful to see an example of a formal email, we don't recommend that you cut and paste these and use them yourself. You should tailor every formal email to your specific circumstances. Instead, use these as an essential guide to increasing understanding before creating your own – or using  Flowrite  to write your emails for you.

1. Formal introduction email

There are several reasons you may want to introduce yourself formally . For example, you may inquire about a job vacancy, research opportunity or reach out to someone you want to ask for some advice. If you're struggling with how to introduce yourself via email formally, this one's for you. 

Check out our formal introduction email sample below for an example.

2. Formal thank you email

After excellent service or support, it's polite to show your appreciation, but just how to thank in an email formal ?

In this   formal thank you email sample, we demonstrate how to construct a personal and positive reply that can be shared within an organization and externally with other clients or customers.

3. Formal resignation email

When resigning from a job, it's vital that you send a formal resignation email . The resignation not only notifies your employer that you are leaving but also acts as proof of your resignation date.

A formal email resignation can be short – in some cases, just one line. However, as you'll see in this formal resignation email sample, we've taken the time to show our appreciation to our employer.

4. Formal invitation email for an event

Here's a formal invitation email sample sent to a group of colleagues. Every formal invitation email should include a clear subject line, all details about the event (including date, time, and location), and how people can RSVP.

Here's a formal invitation email for an evening event at business.

5. Formal complaint email

If you have received poor service or are disappointed with a product, a formal complaint email can raise awareness of your issues. In formal emails, it's important to state facts but to avoid becoming overly emotional.  

Here's an example of a formal complaint email.

6. Formal apology email

Composing a formal apology email can be challenging, but admitting a mistake has been made is crucial at limiting damage and restoring a relationship.

Here's a straight-to-the-point formal apology email sample from a company to  deal with a customer who has made a complaint .

7. Formal reminder email

If you're reading this, chances are you're a human, but if you're like us, that might mean your memory is that of a goldfish. We all forget things and sometimes all we need is a little nudge to remind us of something important.

Sending a formal reminder email is one of the most common emails you will send as a professional. So here's a formal email example to remind your manager about a vacation request before you take off on holiday:

8. Formal request email

Most of us ask for favors or request something on a daily basis . Here's a formal email example of how to so just that:

Want to write better formal emails? Try Flowrite

Writing formal emails is simple if you follow our process. The formal email templates included in this blog post should provide a guide but should always be adapted and updated to reflect your specific circumstances.

However, there's an even easier way. Flowrite is an AI writing tool that turns short instructions into ready-to-send emails and message.

If you're still struggling to find the right words for writing formal email, Flowrite can help you get started and offer some inspiration – or even write the whole email for you with click of a button. As you can see from the example below:

Do you still wonder how to send a formal email? We hope not. The next time you are writing a formal email just keep these examples in mind and you can communicate with confidence.

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How to Write an Email (With Tips and Examples)

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.

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Effective Email Communication

What this handout is about.

This handout is intended to help students, faculty, and University professionals learn to use email more effectively. It can help you determine whether email is the best mode of communication in a particular situation and write messages that successfully convey your meaning to your intended audience.

Although email is a valuable tool, it creates some challenges for writers. Miscommunication can easily occur when people have different expectations about the messages that they send and receive. Email is used for many different purposes, including contacting friends, communicating with professors and supervisors, requesting information, and applying for jobs, internships, and scholarships. Depending on your purposes, the messages you send will differ in their formality, intended audience, and desired outcomes.

So—how do you know when sending an email is the most effective way of accomplishing your communication goals? When is a brief message OK, and when it is more appropriate to send a longer, more professional-sounding email? How should you decide what style of writing is appropriate for each task? Keep reading for answers to these questions!

When is email the appropriate form of communication to use?

Email is a good way to get your message across when:

• You need to get in touch with a person who is hard to reach via telephone, does not come to campus regularly, or is not located in the same part of the country or world (for instance, someone who lives in a different time zone).
• The information you want to share is not time-sensitive. The act of sending an email is instantaneous, but that does not mean the writer can expect an instantaneous response. For many people, keeping up with their email correspondence is a part of their job, and they only do it during regular business hours. Unless your reader has promised otherwise, assume that it may take a few days for them to respond to your message.
• You need to send someone an electronic file, such as a document for a course, a spreadsheet full of data, or a rough draft of your paper.
• You need to distribute information to a large number of people quickly (for example, a memo that needs to be sent to the entire office staff).
• You need a written record of the communication. Saving important emails can be helpful if you need to refer back to what someone said in an earlier message, provide some kind of proof (for example, proof that you have paid for a service or product), or review the content of an important meeting or memo.

When is email NOT an appropriate form of communication to use?

Email is not an effective means of communication when:

• Your message is long and complicated or requires additional discussion that would best be accomplished face-to-face. For example, if you want feedback from your supervisor on your work or if you are asking your professor a question that requires more than a yes/no answer or simple explanation, you should schedule a meeting instead.
• The information is highly confidential. Email is NEVER private! Keep in mind that your message could be forwarded on to other people without your knowledge. A backup copy of your email is always stored on a server where it can be easily retrieved by interested parties, even when you have deleted the message and think it is gone forever.
• Your message is emotionally charged or the tone of the message could be easily misconstrued. If you would hesitate to say something to someone’s face, do not write it in an email.

Who is your audience?

People have different opinions what email should look like, so it is always helpful to be aware of the expectations of your audience . For example, some people regard email as a rapid and informal form of communication—a way to say “hello” or to ask a quick question. However, others view email as simply a more convenient way to transmit a formal letter. Such people may consider an informal email rude or unprofessional.

A message like this one might be OK to send your friend, but not to your professor:

Do you know what the assignment is about? Can U help me?

Although it may be obvious to you that you wouldn’t send such an email to your professor, let’s carefully examine what assumptions this message makes about the reader and their expectations. The tone of this message is very casual; it assumes that the reader knows who the sender is and has a close personal relationship with the sender. Because it contains an ambiguous reference to “the assignment,” this message also assumes that the reader is familiar with the subject matter at hand (for instance, it assumes the reader will know which course and which particular assignment the sender is referring to). The writer also makes an implicit assumption about the reader’s comfort with the language that is often used when sending an instant message or text message. The “U” might be taken by some readers as a sign that the writer is too lazy to type out the word “you.”

Making assumptions about your audience’s expectations increases the risk that your message or its tone will be misinterpreted. To ensure that your message has its intended effect, use the following questions to help you think about your audience and their needs:

• Who is your audience? How often does your audience use email to communicate?
• What is your audience’s relationship to you—for example, is the reader your teacher? Your boss? A friend? A stranger? How well do you know them? How would you talk to them in a social situation?
• What do you want your audience to think or assume about you? What kind of impression do you want to make?

Important components of an effective email:

Subject lines.

Email subject lines are like newspaper headlines. They should convey the main point of your message or the idea that you want the reader to take away. Therefore, be as specific as possible. One-word subjects such as “Hi,” “Question,” or “FYI” are not informative and don’t give the reader an idea of how important your message is. If your message is time sensitive, you might want to include a date in your subject line, like “Meeting on Thurs, Dec 2”. Think about the subject lines on the email messages you receive. Which ones do you think are most effective? Why?

Greetings and Sign-offs

Use some kind of greeting and some kind of sign-off. Don’t just start with your text, and don’t just stop at the end without a polite signature. If you don’t know the person well, you may be confused about how to address them (“What do I call my TA/professor?”) or how to sign off (Best? Sincerely?). Nonetheless, it is always better to make some kind of effort. When in doubt, address someone more formally to avoid offending them. Some common ways to address your reader are:

• Dear Professor Smith,
• Hello, Ms. McMahon,
• Hi, Mary Jane,

If you don’t know the name of the person you are addressing, or if the email addresses a diverse group, try something generic, yet polite:

• To whom it may concern,
• Dear members of the selection committee,
• Hello, everyone,

Your closing is extremely important because it lets the reader know who is contacting them. Always sign off with your name at the end of your message. If you don’t know the reader well, you might also consider including your title and the organization you belong to; for example:

Mary Watkins Senior Research Associate Bain and Company

Joseph Smith UNC-CH, Class of 2009

For your closing, something brief but friendly, or perhaps just your name, will do for most correspondence:

• Best wishes,
• See you tomorrow,

For a very formal message, such as a job application, use the kind of closing that you might see in a business letter:

• Respectfully yours,

Cc: and Bcc: (‘carbon copy’ and ‘blind carbon copy’)

Copying individuals on an email is a good way to send your message to the main recipient while also sending someone else a copy at the same time. This can be useful if you want to convey the same exact message to more than one person. In professional settings, copying someone else on an email can help get things done, especially if the person receiving the copy is in a supervisory role. For example, copying your boss on an email to a non-responsive co-worker might prompt the co-worker to respond. Be aware, however, that when you send a message to more than one address using the Cc: field, both the original recipient and all the recipients of the carbon copies can see all the addresses in the To: and Cc: fields. Each person who receives the message will be able to see the addresses of everyone else who received it.

Blind copying emails to a group of people can be useful when you don’t want everyone on the list to have each other’s addresses. The only recipient address that will be visible to all recipients is the one in the To: field. If you don’t want any of the recipients to see the email addresses in the list, you can put your own address in the To: field and use Bcc: exclusively to address your message to others. However, do not assume that blind copying will always keep recipients from knowing who else was copied—someone who is blind copied may hit “reply all” and send a reply to everyone, revealing that they were included in the original message.

Some additional tips for writing more effective emails

Think about your message before you write it. Don’t send email in haste. First, decide on the purpose of your message and what outcome you expect from your communication. Then think about your message’s audience and what they may need in order for your message to have the intended result. You will also improve the clarity of your message if you organize your thoughts before you start writing. Jot down some notes about what information you need to convey, what questions you have, etc., then organize your thoughts in a logical sequence. You can try brainstorming techniques like mapping, listing, or outlining to help you organize your thoughts.

Reflect on the tone of your message. When you are communicating via email, your words are not supported by gestures, voice inflections, or other cues, so it may be easier for someone to misread your tone. For example, sarcasm and jokes are often misinterpreted and may offend your audience. Similarly, be careful about how you address your reader. For instance, beginning an email to your professor or TA with “Hey!” might be perceived as being rude or presumptuous (as in “Hey you!”). If you’re unsure about how your message might be received, you might try reading it out loud to a friend to test its tone.

Strive for clarity and brevity in your writing. Have you ever sent an email that caused confusion and took at least one more communication to straighten out? Miscommunication can occur if a message is unclear, disorganized, or just too long and complex for readers to easily follow. Here are some steps you can take to ensure that your message is understood:

• Briefly state your purpose for writing in the very beginning of your message.
• Be sure to provide the reader with some context. If you’re asking a question, cut and paste any relevant text (for example, computer error messages, assignment prompts you don’t understand, part of a previous message, etc.) into the email so that the reader has some frame of reference for your question. When replying to someone else’s email, it can often be helpful to either include or restate the sender’s message.
• Use paragraphs to separate thoughts (or consider writing separate emails if you have many unrelated points or questions).
• Finally, state the desired outcome at the end of your message. If you’re requesting a response, let the reader know what type of response you require (for example, an email reply, possible times for a meeting, a recommendation letter, etc.) If you’re requesting something that has a due date, be sure to highlight that due date in a prominent position in your message. Ending your email with the next step can be really useful, especially in work settings (for example, you might write “I will follow this up with a phone call to you in the next day or so” or “Let’s plan to further discuss this at the meeting on Wednesday”).

Format your message so that it is easy to read. Use white space to visually separate paragraphs into distinct blocks of text. Bullet important details so that they are easy to pick out. Use bold face type or capital letters to highlight critical information, such as due dates. (But do not type your entire message in capital letters or boldface—your reader may perceive this as “shouting” and won’t be able to tell which parts of the message are especially important.)

Proofread . Re-read messages before you send them. Check your grammar, spelling, capitalization, and punctuation. If your email program supports it, use spelling and grammar checking tools. Try reading your message out loud to help you catch any mistakes or awkward phrasing that you might otherwise miss.

Questions to ask yourself before sending an email message

• Is this message suitable for email, or could I better communicate the information with a letter, phone call, or face-to-face meeting?
• What is my purpose for sending this email? Will the message seem important to the receiver, or will it be seen as an annoyance and a waste of time?
• How much email does the reader usually receive, and what will make them read this message (or delete it)?
• Do the formality and style of my writing fit the expectations of my audience?
• How will my message look when it reaches the receiver? Is it easy to read? Have I used correct grammar and punctuation? Have I divided my thoughts into discrete paragraphs? Are important items, such as due dates, highlighted in the text?
• Have I provided enough context for my audience to easily understand or follow the thread of the message?
• Did I identify myself and make it easy for the reader to respond in an appropriate manner?
• Will the receiver be able to open and read any attachments?

Sample emails

Use what you’ve just learned to explain why Student 2’s email to Professor Jones is more effective than the email written by Student 1. How does the tone of the messages differ? What makes Student 2’s email look and sound more appropriate? What are the elements that contribute its clarity? If you were Professor Jones and you received both messages, how would you respond to each one?

Email from Student 1:

hey, i need help on my paper can i come by your office tomorrow

Email from Student 2:

Hi Dr. Jones,

I am in your ENGL 101 class on Thursdays, and I have a question about the paper that is due next Tuesday. I’m not sure that I understand what is meant by the following sentence in the prompt:

“Write a 10 page paper arguing for or against requiring ENGL 101 for all UNC freshmen and provide adequate support for your point of view.”

I am not sure what would count as “adequate” support. Would using 3 sources be OK?

Can I come by your office tomorrow at 2:00 pm to talk to you about my question? Please let me know if that fits your schedule. If not, I could also come by on Friday after 1:00.

Here are two versions of an email from a supervisor, Jane Doe, to a group of her employees. Which version do you think is most effective? Why?

Version 1 of Jane Doe’s Email:

Subject: tomorrow As you know, tomorrow afternoon we’ll be meeting to discuss the status of all of our current projects. Donuts will be provided. Be sure to arrive on time and bring along the materials you have been working on this week—bring enough copies for everyone. Some of these material might include your calendars, reports, and any important emails you have sent. Also, I wanted to remind you that your parking permit requests are due later this week; you should turn those in to Ms. Jones, and if she is not at her desk when you stop by, you can email them to her.

Version 2 of Jane Doe’s Email:

Subject: materials for Wed. staff meeting

Hi, everyone—

For tomorrow’s 3 p.m. staff meeting in the conference room, please bring 15 copies of the following materials:

• Your project calendar
• A one-page report describing your progress so far
• A list of goals for the next month
• Copies of any progress report messages you have sent to clients this past month

See you tomorrow—

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Lamb, Sandra E. 2006. How to Write It: A Complete Guide to Everything You’ll Ever Write , 2nd ed. Berkeley: Ten Speed Press.

Terminello, Verna, and Marcia G Reed. 2002. E-Mail: Communicate Effectively . New Jersey: Prentice Hall.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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• Example of a great essay | Explanations, tips & tricks

Example of a Great Essay | Explanations, Tips & Tricks

Published on February 9, 2015 by Shane Bryson . Revised on July 23, 2023 by Shona McCombes.

This example guides you through the structure of an essay. It shows how to build an effective introduction , focused paragraphs , clear transitions between ideas, and a strong conclusion .

Each paragraph addresses a single central point, introduced by a topic sentence , and each point is directly related to the thesis statement .

As you read, hover over the highlighted parts to learn what they do and why they work.

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Table of contents

Other interesting articles, frequently asked questions about writing an essay, an appeal to the senses: the development of the braille system in nineteenth-century france.

The invention of Braille was a major turning point in the history of disability. The writing system of raised dots used by 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.

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.

In France, debates about how to deal with disability led to the adoption of different strategies over time. While people with temporary difficulties were able to access public welfare, the most common response to people with long-term disabilities, such as hearing or vision loss, was to group them together in institutions (Tombs, 1996). At first, a joint institute for the blind and deaf was created, and although the partnership was motivated more by financial considerations than by the well-being of the residents, the institute aimed to help people develop skills valuable to society (Weygand, 2009). Eventually blind institutions were separated from deaf institutions, and the focus shifted towards education of the blind, as was the case for the Royal Institute for Blind Youth, which Louis Braille attended (Jimenez et al, 2009). The growing acknowledgement of the uniqueness of different disabilities led to more targeted education strategies, fostering an environment in which the benefits of a specifically blind education could be more widely recognized.

Several different systems of tactile reading can be seen as forerunners to the method Louis Braille developed, but these systems were all developed based on the sighted system. The Royal Institute for Blind Youth in Paris taught the students to read embossed roman letters, a method created by the school’s founder, Valentin Hauy (Jimenez et al., 2009). Reading this way proved to be a rather arduous task, as the letters were difficult to distinguish by touch. The embossed letter method was based on the reading system of sighted people, with minimal adaptation for those with vision loss. As a result, this method did not gain significant success among blind students.

Louis Braille was bound to be influenced by his school’s founder, but the most influential pre-Braille tactile reading system was Charles Barbier’s night writing. A soldier in Napoleon’s army, Barbier developed a system in 1819 that used 12 dots with a five line musical staff (Kersten, 1997). His intention was to develop a system that would allow the military to communicate at night without the need for light (Herron, 2009). The code developed by Barbier was phonetic (Jimenez et al., 2009); in other words, the code was designed for sighted people and was based on the sounds of words, not on an actual alphabet. Barbier discovered that variants of raised dots within a square were the easiest method of reading by touch (Jimenez et al., 2009). This system proved effective for the transmission of short messages between military personnel, but the symbols were too large for the fingertip, greatly reducing the speed at which a message could be read (Herron, 2009). For this reason, it was unsuitable for daily use and was not widely adopted in the blind community.

Nevertheless, Barbier’s military dot system was more efficient than Hauy’s embossed letters, and it provided the framework within which Louis Braille developed his method. Barbier’s system, with its dashes and dots, could form over 4000 combinations (Jimenez et al., 2009). Compared to the 26 letters of the Latin alphabet, this was an absurdly high number. Braille kept the raised dot form, but developed a more manageable system that would reflect the sighted alphabet. He replaced Barbier’s dashes and dots with just six dots in a rectangular configuration (Jimenez et al., 2009). The result was that the blind population in France had a tactile reading system using dots (like Barbier’s) that was based on the structure of the sighted alphabet (like Hauy’s); crucially, this system was the first developed specifically for the purposes of the blind.

While the Braille system gained immediate popularity with the blind students at the Institute in Paris, it had to gain acceptance among the sighted before its adoption throughout France. This support was necessary because sighted teachers and leaders had ultimate control over the propagation of Braille resources. Many of the teachers at the Royal Institute for Blind Youth resisted learning Braille’s system because they found the tactile method of reading difficult to learn (Bullock & Galst, 2009). This resistance was symptomatic of the prevalent attitude that the blind population had to adapt to the sighted world rather than develop their own tools and methods. Over time, however, with the increasing impetus to make social contribution possible for all, teachers began to appreciate the usefulness of Braille’s system (Bullock & Galst, 2009), realizing that access to reading could help improve the productivity and integration of people with vision loss. It took approximately 30 years, but the French government eventually approved the Braille system, and it was established throughout the country (Bullock & Galst, 2009).

Although Blind people remained marginalized throughout the nineteenth century, the Braille system granted them growing opportunities for social participation. Most obviously, Braille allowed people with vision loss to read the same alphabet used by sighted people (Bullock & Galst, 2009), allowing them to participate in certain cultural experiences previously unavailable to them. Written works, such as books and poetry, had previously been inaccessible to the blind population without the aid of a reader, limiting their autonomy. As books began to be distributed in Braille, this barrier was reduced, enabling people with vision loss to access information autonomously. The closing of the gap between the abilities of blind and the sighted contributed to a gradual shift in blind people’s status, lessening the cultural perception of the blind as essentially different and facilitating greater social integration.

The Braille system also had important cultural effects beyond the sphere of written culture. Its invention later led to the development of a music notation system for the blind, although Louis Braille did not develop this system himself (Jimenez, et al., 2009). This development helped remove a cultural obstacle that had been introduced by the popularization of written musical notation in the early 1500s. While music had previously been an arena in which the blind could participate on equal footing, the transition from memory-based performance to notation-based performance meant that blind musicians were no longer able to compete with sighted musicians (Kersten, 1997). As a result, a tactile musical notation system became necessary for professional equality between blind and sighted musicians (Kersten, 1997).

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.

Bullock, J. D., & Galst, J. M. (2009). The Story of Louis Braille. Archives of Ophthalmology , 127(11), 1532. https://​doi.org/10.1001/​archophthalmol.2009.286.

Herron, M. (2009, May 6). Blind visionary. Retrieved from https://​eandt.theiet.org/​content/​articles/2009/05/​blind-visionary/.

Jiménez, J., Olea, J., Torres, J., Alonso, I., Harder, D., & Fischer, K. (2009). Biography of Louis Braille and Invention of the Braille Alphabet. Survey of Ophthalmology , 54(1), 142–149. https://​doi.org/10.1016/​j.survophthal.2008.10.006.

Kersten, F.G. (1997). The history and development of Braille music methodology. The Bulletin of Historical Research in Music Education , 18(2). Retrieved from https://​www.jstor.org/​stable/40214926.

Mellor, C.M. (2006). Louis Braille: A touch of genius . Boston: National Braille Press.

Tombs, R. (1996). France: 1814-1914 . London: Pearson Education Ltd.

Weygand, Z. (2009). The blind in French society from the Middle Ages to the century of Louis Braille . Stanford: Stanford University Press.

If you want to know more about AI tools , college essays , or fallacies make sure to check out some of our other articles with explanations and examples or go directly to our tools!

• Ad hominem fallacy
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• False cause fallacy
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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.

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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