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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.

Email writing is an art and doing it well takes know-how and practice. But you don’t have to make all the mistakes for yourself in order to write professional emails.

We assembled for you the essential tips for creating highly effective formal emails with a deep dive into formal email formats, structure, and best practices. We also gathered some real-life examples and templates you can use right away with a few tweaks.

What’s in this article

• Basic formal email structure
• 25 top professional formal email examples you can use today

Aesthetics of a formal email

• How to improve your email writing skills

Formal vs. informal email writing

Formal email writing is usually in a B2B or B2C scenario or a professional email between colleagues, businesses, or partners. Informal email writing is something you might send a friend, or family member, or sometimes even a quick email you’re firing off to a colleague.

When you’re emailing a friend there is not much risk of getting your words or meaning wrong, and there is little risk of hurting your reputation or wrecking an incredible business opportunity. But when writing a business email there is much at stake and many things that can go horribly wrong. This is why our article will deal mostly with formal email writing and how to get it right every time.

Here, we’ll go over all the ins and outs of what goes into an 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/footer

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

Professional email address

Your email address is oftentimes out of your control. If you’re working 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], which anyone can create, that would be a bit suspicious. Email open rates are first and foremost dependent on trust, so make sure you have a trustworthy email address or 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 .

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 and unless you convince her then and there that your email is a safe, relevant, and high priority (in that order) it may never be opened. If this happens, 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 subject line guidelines:

• Be clear and specific – avoid using generic or clickbait subject lines that say nothing or make unrealistic promises, like “find out how to double your business in a week”.
• Be original – avoid using those all too common subject line templates you find on the internet. Instead make original subject lines that are relevant, personal, and concise.
• Add relevancy – address something that the recipient will recognize, like an acquaintance’s name or an article/ show/ 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. I advise that you take the time to think of 3-4 refined options then consider which of them will likely be most appropriate.

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 ditch it.

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

Email opening guidelines:

• Address your recipient by their preferred name – look up an article they’ve written or their LinkedIn page and see what name they use. Some people will use their full name or their nickname accordingly (for example David vs. Dave, or Anastasia vs. Ana).
• Establish a connection – connect your email to 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 validates relevancy. If you don’t connect the subject line to the opening, readers will be confused and even assume clickbait.
• Get to the point fast – tell your reader why you contacted her and what’s in it for her.

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 – detail only what’s needed to get your point across.
• Use words that convey (authentic) positive personal emotions – words 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 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 ensure your readers do not miss the most important piece of content (your request or question) – set it in a separate line and put it in bold. You can also use some color. If you do avoid light shades (you want high contrast between the text and the white background. Once you pick a color – stick with it.

After you’ve addressed all your main points in the body of your email, you’ll want to end it with a respectful and brief salutation. 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.

Email sign-off

When closing your email, you’ll want to 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,” but you obviously wouldn’t want to send the last one to your manager. Make sure your signoff is appropriate to your email content and your recipient.

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 .

Your email signature (or footer) is your wave of goodbye. The way you do this can affect the impression you’ve made up to this point. If you make this moment memorable, organized, and aesthetic you can get some extra credit and a positive attitude from your reader. On the other hand, if you mess this up, your entire message or offer may be put in doubt. So, make sure your email signature looks visually appealing and well organized.

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. It would also be a good idea to 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

In order to get a better understanding of how all the elements of an email work together in different types of emails, it’s helpful to look at some templates. Here, we’ll cover a number of email scenarios and provide you with an example for each one. Each of these letters refers to a specific situation, but you can always tweak the content to make it more relevant to your needs.

Our examples of the most common email formats:

Thank you email

Formal letter of appreciation, letter of complaint, cover letter, reminder email.

Apology letters samples:

Letter of apology for a client

Apology letter from boss.

• Apology mail for the manager

Sample business emails (B2B and B2C):

• Introduction email to client (outreach)
• Sample email for proposal submission

Proposal submission email

• Quotation email

Email asking for feedback

Information inquiry letter samples:

Email of inquiry requesting information

Email asking for a status update.

Request email samples – professional email asking for something:

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.

Work update email samples:

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

Confirmation vs rejection email samples :

Acceptance email

“this is to inform you that” letter, job rejection email.

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. Additionally, they aren’t necessary 100% of the time and can sometimes just clog up the inbox of someone who might be really busy, so consider whether or not it will be useful for you before you click send on a “thank you” email.

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 very excited about 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 at the interview for the [job 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 for taking the time to interview me for the [position title] at [company]. I have a high level of interest in working for your firm and look forward to hearing from you.

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. Since 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 was 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 relevent]

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,

If it’s your first time reaching out to someone or a second or even third, the format of your email should be different. A first contact email has to include certain details that provide context.

when writing a reminder email or follow-up email you don’t need to provide a broad context. Instead, you should just briefly and lightly remind your recipients of what you already agreed on (assume that it simply may have 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 information and I apologize for any inconvenience it may have caused you.

It wasn’t my intention to mislead you, and it seems the false information was a result of a careless mistake. 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 and I’d be glad to discuss this further. 

Business emai l sample s

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 catalog of goods. 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. Practice optimizing your 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, no more than 40 characters is ideal
• 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 grammar

Finally, before you click send, always give your email a once-over. Make sure your email is free of types, the punctuation makes sense (avoid using too many exclamation points), and that your syntax is correct.

Don’t always rely on spell-checkers, you want to read through your email before sending, especially if it’s an important message to a superior or a client since emails with grammar mistakes can potentially have a negative impact.

There are countless reasons for sending an email, and even if we didn’t cover every single scenario here, you should at least have a better idea of what constitutes a good 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

• 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
• Ultimate guide on how to end an email
• How to get a professional email address
• How does BCC work: complete guide
• How to craft an introduction email to a new team
• Email etiquette explained: rules and examples in business and in the workplace

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How to Write an Email

Last Updated: October 5, 2023 Fact Checked

This article was co-authored by Tami Claytor and by wikiHow staff writer, Rain Kengly . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 515,834 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 0

You Might Also Like

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

About This Article

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

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

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

Formatting and Components

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

To, CC, BCC

Attachments.

• Subject Line

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

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

Discover More:

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

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

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

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

Always start your email with a greeting.

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

Formal emails, such as for a job application or  sales email , require a formal greeting. When considering personal emails or those between close colleagues, it’s usually fine to use a more casual greeting. 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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How to Write an Email in English: Our 18 Favorite Tips [+ Example Emails]

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....

Download: This blog post is available as a convenient and portable PDF that you can take anywhere. Click here to get a copy. (Download)

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

So just check those email addresses twice to be safe.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Here’s what you might send:

Dear Smith Family,

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

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

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

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

Dear Professor Smith,

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

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

Thanks very much for your time and help!

John Johnson

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

To Whom It May Concern,

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

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

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

Thanks very much for your help with this situation.

Sincerely, John Johnson

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

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:

If you want to watch it, the FluentU app has probably got it.

The FluentU app and website makes it really easy to watch English videos. There are captions that are interactive. That means you can tap on any word to see an image, definition, and useful examples.

FluentU lets you learn engaging content with world famous celebrities.

For example, when you tap on the word "searching," you see this:

FluentU lets you tap to look up any word.

Learn all the vocabulary in any video with quizzes. Swipe left or right to see more examples for the word you’re learning.

FluentU helps you learn fast with useful questions and multiple examples. Learn more.

The best part? FluentU remembers the vocabulary that you’re learning. It gives you extra practice with difficult words—and reminds you when it’s time to review what you’ve learned. You have a truly personalized experience.

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How to Write an Email: Format & Best Practices

Writing a compelling email can increase your open rates and encourage conversion. Learn essential tips for writing a professional email your customers will read.

For most people, writing emails is part of everyday life. Whether you’re writing emails to coworkers, clients, or customers, it’s important to engage your reader and be clear about what you want them to do in response.

But, writing an email can be tricky. You need to grab the reader’s attention and hold it for long enough that they actually read the entire email from start to finish. The average email open rate for all industries is 21.33% , meaning the majority of emails sent aren’t read. So how do you craft an email that your recipient will open and read?

Let’s discuss the email components you should include in every email you send, tips for how to write professional emails in an effective manner, and more.

Email format: 4 essential email components

There is a basic format for an email that you should follow when writing emails for any occasion. Every email should contain these following 4 components:

Subject Line

The subject line is arguably one of the most important parts of an email. It's the first thing the person will read and sets the tone for the rest of the email. So if you want to send a good email, you need a good subject line. Your subject line should be short and to the point, but interesting enough to entice the reader to actually open the email. It’s also crucial that everything is spelled right in the subject line and uses perfect grammar. Remember: if you don’t have a strong subject line, the reader likely won’t even open the email. Need help? Check out our Subject Line Helper for some inspiration.

The salutation in an email doesn’t have to be lengthy or extravagant. You just want to greet and acknowledge your audience in a nice way.

Here are some examples of salutations to get you started:

• [Recipient Name]
• Dear [Recipient Name]

The body of the email is when you’ll actually go into detail about the purpose of your message. If you’ve engaged a reader enough to reach the body of an email, that means you’re doing a good job. So it’s important to keep the momentum going and write a good body, too. Keep the body clear and concise and mention your specific purpose of the email very early on. If you can, try to keep the body of the email just a couple of sentences.

The conclusion of an email should just be something friendly and simple that ends the email on a good note. Some examples of good conclusions are:

Your conclusion should also provide a clear action you’d like your customer to take.

10 Tips for Crafting an Effective Email

There are key tips that can make your emails more effective; from defining your goals to writing for your audience, the following can help you make the most out of your email campaigns:

Define Your Email Goals

Before you actually go in and write your email, it might be helpful to take some time and define your email goals. What do you want to achieve with this email? What are the main points you want to get across? And how can you do that in a concise way? Figuring out the goals of your email can help you write your email much more quickly and effectively.

Consider Your Audience Needs

There’s a reason why you can’t just copy and paste your emails and mass send. You need to actually change the tone of voice in your email to fit each individual audience. For example, your tone to your boss will sound a lot different than your tone to a close colleague. You have to consider your audience's needs and write at the appropriate reading level for them. If you’re going to be using any supporting data in your email, make sure that matches the audience as well.

Craft a Compelling Introduction

Your introduction should immediately grab the reader’s attention and entice them to keep reading. Your introduction should be specific for the person who you’re writing it to. Keeping your reader engaged is an important part of effective email marketing . You want the reader to feel like the email was written personally to them, even if it’s being sent out to multiple people.

No one wants to spend half their day going through emails. Keep your email as concise as possible, without leaving out important information, and aim to say more with less words. You can do this with bullet points or by adding visuals to break up the text. Your email design is crucial because it allows the reader to properly navigate the content. If an email is shorter and includes images, the recipient will be more likely to actually read through the entire thing, rather than just skimming it.

Use Proper Etiquette

You want to sound friendly and polite in your emails, but not too casual. And at the same time, you don’t want to sound too serious. Just be sure to include a friendly salutation and closing in your email. Also, make sure to not send an email very early or late in the day. Be considerate of the recipient’s personal life.

Stick to one topic

If you have multiple topics that you want to address in your email, avoid including them all in the same email. This can make it confusing for the recipient to read and make them less likely to respond. Instead, space out the emails to be sent at different times so it’s less intimidating for the reader.

The biggest mistake you can make is not proofreading your email before clicking send. It doesn’t matter how many emails you’ve sent in your day, always proofread your emails. Just take a couple minutes to check for spelling and grammar mistakes, as these can reflect very badly on you or your business.

Schedule Your Email Blasts

If you’re planning on sending out multiple emails at once, it’s important to schedule them. Not only does this make it much easier because you don’t have to go in and individually send a bunch of emails, but also it ensures they get sent at the right times. Most people tend to check their emails shortly after waking up, so scheduling email blasts in the morning may be ideal. However, make sure you take into consideration the different time zones so you don’t send an email at five am to someone on the West Coast.

It’s not uncommon for a reader to forget about a deal you offered, especially if they’re receiving hundreds of emails a day. But as a general rule of thumb, you should wait 2 business days to send a follow-up email . Sending something sooner than that might make a customer unsubscribe from your emails.

Embrace trial and error

It’ll likely take some trial and error before you can nail down how to write an effective email. But don’t let this deter you! Understanding how to write emails in an effective manner is a learning curve, and you’ll get the hang of it eventually. And while you’re learning, you can try out email A/B testing , which is essentially the process of sending out one variation of an email to one person and a different variation to another person. This will help give you an idea of what type of email works best.

Start sending better emails

Writing a good email isn’t as easy as just typing down your thoughts and clicking send. It takes a lot more than that to engage with your reader and entice them to do what you’re asking. But knowing how to write an email is crucial for both your personal and professional life, and you can use MailChimp to help you out along the way.

Mailchimp is an all-in-one Marketing Platform with powerful features that help you easily create, manage, and send email marketing campaigns. MailChimp can help with everything from audience management to email design, so you can craft an email that’s perfectly suited for your recipient. Check out MailChimp to transform how you send emails.

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Email Format: Tips, Best Practices, and 7 Examples to Follow

By Nupur Mittal

03 April, 2024

As you write your emails, one of many questions that come to your mind might be, 'How should I format my emails?' or 'Is this the correct format for this email?'

There is no single way to format an email perfectly. You can follow guidelines, but in the end, it all comes down to your goals, industry, and recipients.

But you have to start somewhere.

This guide will help you navigate through different email formats with examples and best practices.

Table of contents

What is an email format?

Why should you use a proper email format, how to format an email, 1. write clear email subject lines, 2. write greetings based on the recipient., 3. keep the email body concise and focused, 4. give a descriptive name to the attachments, 5. have a clear and visible email cta, 6. always close emails with a proper salutation, 7 email formats with examples, • professional email format, • welcome email format, • promotional email format, • transactional email format, • cold email format, • newsletter email format, • follow-up email format, email format best practices.

An email format includes a subject line, greeting, body, closing line, and signature . Keep the subject brief and personalized greeting, use clear language, and end with a suitable closing line and signature for an effective email.

An email format will guide you on how to structure your message based on the recipient and tailor it to their needs and preferences. Different emails follow different formats, but the intent remains more or less the same - to deliver the intended message.

With that in mind, let's talk about how different elements help create a good format for your emails.

Using proper email format is essential for several reasons. Firstly, it enhances professionalism and establishes a positive impression. When your emails are well-structured, organized, and follow standard conventions, it demonstrates your attention to detail and respect for the recipient's time. This can significantly impact how your message is received and perceived by the recipient, whether it's a colleague, client, or potential employer.

Secondly, proper email format ensures clarity and effective communication. By utilizing concise subject lines, a clear introduction, and logical organization of information, you make it easier for the recipient to understand the purpose of your email and locate specific details quickly. This reduces the chances of misinterpretation or confusion, improving the overall efficiency of your communication.

Let's discuss five important elements of formatting an email in detail:

The subject line is the first thing that the recipient will see. So, it must be clear and state the intent behind sending a particular email. Here are some ways to write a compelling subject line:

Keep it clear, concise, and within the standard character limit.

Keep the recipient and intent of your email in mind while writing email subject lines.

💡 Related read: How to craft email subject lines to skyrocket open rates?

Always begin your email with a greeting or salutation . It sets the tone of your email. Of course, greetings will differ depending on the type of email you send and your relationship with the recipient.

For instance, if you are sending a professional email and don't know the recipient that well, it is good to have a format like this:

Hello (Name)

Dear (Name)

The email copy should cover why you are writing the email, build up a story, and incite interest and engagement among the recipients. You don't have to be super descriptive and write a long email with irrelevant or additional information, nor do you have to summarize the entire email in one line - balance is the key. You may also use bullet points where needed to make the email content more readable.

You might or might not send attachments in your email, and that's okay. But, if you send them, a good practice is to name them properly.

For instance, if you send your resume, instead of naming it as 1.pdf , you should name it as (Your Name)Resume.pdf. It will create a great impression, and the recipient can easily figure out what the pdf is about.

Every email must have a clear purpose, and your email call to action must reflect that.

For example, in a marketing email, an email CTA may look like a button saying 'Learn more,' 'Click to read the blog posts,' etc. But, such buttons are not likely to be there while sending professional emails or emails to your colleagues.

Despite that, it doesn't mean you don't include a call to action. Without it, the recipient won't know what you want them to do.

So, always include a clear call to action in your email and make it visible, so the recipient knows what action to take.

💡 Related read: How to write call-to action to get higher clicks?

Signing off is the last part of your email. This is the part where you include your or your organization's name. You can have fun and be creative while writing your email signature.

For instance, Mailmodo adds a casual phrase and their name in one of the emails. You may want to keep a more formal closing and professional tone, and that's also okay.

Here we list down 7 types of email and the best format for each of them:

Professional emails use a formal tone and are related to a business. For example, a freelancer reaching out to clients during the onboarding process will be a professional email. In today's era, these emails should be personalized and specific to the recipient to make a connection with them.

Here is how to format a professional email:

Write a convincing subject line and personalize it as per the recipient.

Use the right greeting based on how well you know the recipient. You may choose a friendly note or a formal greeting based on the relationship with your customer.

Write the email by introducing who you are and why you are writing to the person. Don't pitch your offer immediately; build a connection with them.

End the email with a clear call to action and a professional email signature.

Here's an example of a good professional email where the sender instantly greets the recipient with their name and keeps the tone friendly and inviting.

I'm John, head of sales for ABC Corporation. I'm interested in connecting with you regarding your account.

I'm excited to share a few promotions with you that are expiring next week. Let me know when would be a good time to connect.

All the best, John

Welcome emails are crucial to connecting with your subscribers and nurturing them. Sending a properly formatted welcome email can help increase users' engagements while informing them about your brand.

Here are tips to perfectly format your welcome emails to get higher engagements and build stronger connections:

Keep your subject line concise and distinguishable from other emails. For example, you can write something like, Welcome to the family or You just signed up.

Start your email with a proper greeting. It means you should welcome the subscribers; if you can personalize that greeting, it will be like the cherry on top.

Start your email by thanking users for signing up and giving their valuable time to you.

Introduce your brand and let users know what they signed up for. The kind of emails they can expect, etc.

Since welcome email is a part of the nurturing cycle, the right call to action must be there. You should tell users what action they should take next. For instance, you can add links to your most relevant posts they should read.

End your email with the right salutation. It should reflect professionalism and friendliness.

This welcome email begins with a clear headline and then moves on to thank users and brief them on what they can expect in future emails. Besides, this email aims to nurture and inform leads, so there is more than one CTA.

Checkout our more templates for welcome emails

Promotional emails are marketing emails that promote a product or services, upcoming events, seasonal sales, etc., to bring more sales. These emails are great for capturing people in a shopping mood, but your emails need to be well formatted.

Here's how to format your promotional emails well:

Make your subject line enticing by citing the offer or making it personalized.

Begin with a proper greeting. You can also personalize using the users' first names to connect better.

Add a compelling headline that highlights your offer. Then you can talk about information to let users know how they can avail the offer. You can also add visual elements like GIFs and Images to make it more engaging.

Always end your promotional emails with a compelling and clear call to action and make email CTA creative rather than generic.

Sign off by adding your brand name, social media links, and relevant information to the users.

Here is a breakdown of the promotional email by Mailmodo.

Checkout out promotional email templates

Format for transactional email is more formal as they are sent to update and inform users about their transactions.

For example, it can be about order confirmation, shipping details, signup confirmation, event registration details, etc. Moreover, as these emails are sent to keep users aware, these generally don't have a CTA.

So, these emails follow a standard format like

Greeting users usually with thanking them for their actions.

Briefing them about their transaction, including the respective attachment (link, invoice, etc.), thanking them, and asking them to check their inbox for further updates.

Signing off with your brand's name.

The format for this transactional email begins with greetings in the headline and then briefs users about their transactions. The email also asks users about their feedback, the email CTA.

💡 Related read: Transactional emails: use cases, tools, and best practices

Sending a cold email might be the most difficult email to send. Reaching out to a stranger or someone you admire can seem intimidating, but a properly formatted cold email can do wonders.

So let's look at how to do that:

Since the recipient might get thousands of cold emails, writing a catchy and intriguing subject line will help you stand out from the crowd.

As you don't know the recipient, it is good to stick to professional greetings like Hi/Hello, Dear(name).

Before you write the cold email, we recommend researching the recipient and adding relevant information to understand what you know about them. Some additional things to keep in mind:

Don't start pitching yourself in the beginning. Talk about how you can help them solve their problem or provide value.

Add testimonials and references to build authority and trust. If you don't have any, then leave this part.

Even though you probably include your offer in the email, it is best to include another call to action towards the ending to make it clearer to the recipient.

Again, it is best to stick to the professional email sign-off like Regards, (Your name). But, you can take your time and play with different email closings. For example, you can express gratitude for the recipient's time.

Here is a good example of a cold email format by Mailmodo

The newsletter comes in all shapes and sizes as informational, includes multiple call-to-action, and has different purposes.

For instance, Marketing brew, Search Engine Journal sends a weekly newsletter summarizing industry news with links to different blog posts , a list of upcoming events, new job postings, and much more.

On the other hand, some newsletters entirely contain the repurposed content from the original post and give you a preview of the original post.

So, there is not a pre-defined format while writing a newsletter. Whatever resonates with your audience and helps you achieve your goals will be perfect.

Here is a breakdown of Mailmodo's bi-weekly newsletter format:

• First comes the headline and greeting, which we keep generic. Then we add a little email and 1st CTA to ask for users' views via a survey that we are currently working on.

Then we include a list of the best and most relevant articles to inform readers about what is trending in the industry.

Then comes the 2nd CTA, where we add a link to our latest growth chat session. In addition, to dust off the information load, a GIF is added.

Towards the newsletter end, we include a 3rd CTA. It changes in every edition.

Then, we sign off and, in the end, include a feedback form to get insights into our edition.

Follow-up email must include a catch-up on earlier emails sent to the recipient to sound relevant and make sense to them.

For instance, if a user checked your product pages but didn't sign up, you can send them an email like -"Hey, we saw that you checked out our products. Did feeling stick somewhere? We can help!"

The email below begins with thanking users and greeting users with their names. After that comes the email copy and the CTA - the feedback form.

Checkout our more templates for a follow-up email

While you are deciding on how to format your email marketing campaigns, ensure that you follow these best practices to get the desired results:

Use a clear and easy-to-understand email address. The name and domain name should be clear and clearly indicate the email's sender.

Follow all the email etiquettes such as greetings, how to close, etc.

Use tone and style that will resonate most with the recipient.

Keep your target recipient and the intent of your emails at the core while writing the email.

Always preview your emails for typos and other errors before sending them.

Personalize your email wherever possible - subject line, greetings, email copy, email call to action , etc.

Make your email responsive for different devices.

A/B tests different formats to decide which works best and generates desired results.

Be sure while adding common email abbreviations to avoid any misconceptions

Formatting an email follows the same structure as writing a letter - you acknowledge the reader, put your thoughts forward, and end with a clear call to action. When you format an email properly, you gain readers' attention, encourage them to take action, and let them know how to connect with you.

But, you don't have to always abide by the best email formats. If you think you can make your email more appealing and engaging to the reader by trying out a different approach, then why not?

If you are looking for a tried-and-tested, industry-approved email format, you can always look at our library of 200+ email templates.

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• Email Writing

Email Writing - Format and Samples

Emails are modern-age letters. This article explains the format of email writing and also gives you sample emails for students of Class 8 to Class 12 and working professionals.

How to Write an Email?

Email expressing your appreciation, email about your trip.

• Email on Seeking Information about Course Details

Email on Introducing a New Employee to Your Team

Email on official intimation of your resignation, email informing your employees about the change in work timings, faqs on email writing format.

Email writing is an essential part of professional communication. It is not easy to get people to respond to your emails if they do not feel interested in your message or proposal. This is exactly the reason why you should learn to write good emails. Be bold. Get to the point right away. The best email communication is the one that is simple and clear.

There are a few tips you have to keep in mind when you sit down to write emails. Emails can be casual or professional, just like informal and formal letters. The format of the email changes according to the kind of email you are writing. However, accurate grammar and spelling are aspects that are to be taken seriously.

When you start writing an email,

• Make sure you type in the right email ID. Always check with the receiver for the exact email address because even a full stop that is not part of the email address can land your email with the wrong person, or the mail would simply bounce.
• The Subject line is the next most important factor you should carefully consider because that is the first thing anyone receiving the email would see. It also determines if the receiver would want to open the mail. ‘The from line is what recipients use to determine whether to delete an email. The subject line is what motivates people to actually open the email.’ said Loren McDonald. Spend double the time you spend on drafting the body to draft the subject.
• See to it that your Salutation or Greeting is appropriate to the receiver/s. The greeting builds a rapport.
• The Body of the email states what the email is about. Be clear with what you want your receiver to know. Make sure you have everything you want to convey drafted in simple terms. Do not use colloquial language or long unwinding sentences. Try not to repeat words or use cliched terms. Make your message positive, even if you’re turning down an offer. If you have to follow, do it before they remind you to. Keep it short. Use standard font style and size. Do a final spelling/grammar check/proofread.
• Finally, Sign off the email on a polite note and proofread it before hitting send. The closing should feel genuine; only then will the receiver want to respond.

Email Writing Format Samples

Here are some sample emails that will help you understand how to write an email in the best possible way.

Informal Email Writing Format Samples

To: Recipient’s email address

Subject: Congratulations!

Dear (Name),

My heartfelt congratulations to you. I was glad to see your name on the merit list. All your efforts were definitely not in vain. I bet everyone at home is so proud of you.

You have truly honoured the family name, and I am happy that you would get to take up the course in architecture that you had been waiting for. I am waiting to meet you in person to convey all my love and appreciation.

Convey my regards to uncle, aunty and grandpa.

To: Recipient’s email ID

Subject: About my trip

My dear (Name),

I am very excited to write to you about the long tour I will be going on along with my parents. We will be leaving on the 25 th .

We will be away for three months. We are going to San Francisco for an official meeting my father has to attend. We would then be travelling to New York to visit our cousins. We would stay there for a month. After that, we will be going to Paris. It has always been my dream to visit Paris at least once in my lifetime, and my parents have finally agreed to take me there. I will definitely write to you all about my trip – all the different places we visit, the variety of food we eat and the people we meet.

It would have been even more special if you had come along with me. We will make sure we plan out a trip once I am back home.

With best wishes,

Formal Email Writing Format Samples

Email on seeking information regarding course details.

Subject: Regarding Course Details

I have passed the B.Sc. degree examination with Electronics as the main subject. I intend to have a course in Computer Science and would like to know the details of the courses taught at your institution. Could you please send me a copy of your prospectus?

Yours faithfully,

Subject: Meet the New Customer Service Representative

I am pleased to introduce you to (Name), who is starting today as our Customer Service Representative. She will be providing technical support and assistance to our users and making sure they enjoy the best experience with our products.

Feel free to greet (Name) in person and congratulate her on the new role!

Best regards,

Designation

Subject: Resignation

Dear Sir/Ma’am,

I am planning to pursue my higher studies in the coming academic year, and hence I would like to inform you of my intention to resign from the post of (Designation) at (Name of the Institution), effective three months from now.

I appreciate the opportunities for growth and development you have provided during my association with (Name of the Institution). It was indeed a privilege working here, and it was a valuable work experience which has helped me grow personally and professionally to a great extent.

Please accept this letter as the formal intimation of my resignation.

Thank you for your guidance and support.

Yours sincerely,

Subject: Revised Working Hours

Our company is growing, and there is a good inflow of projects every week. This has been possible with your dedicated and timely teamwork. In order to keep up with this, we have decided that the working hours would be advanced by 30 minutes. The revised time would be 8:30 am to 5 pm. This will be in effect from July 5, 2021 (Monday). It would be appreciated if all of you keep up with the timing and abide by it.

Feel free to come up with suggestions, if any.

Warm regards,

What should I put as the subject in an email?

The subject in an email should state what your email is about. Do not use long sentences when writing the subject. Use simple vocabulary and place the most important words at the very beginning of the subject.

What is the format of email writing?

Be sure to type in the exact email address of the recipient. Keep the subject as short as possible. Use it only to convey what the mail is about. No explanation about the matter should be included in the subject line. The body of the email should explain the purpose of the email. However, add only the necessary details. Keep it simple. End the email with a complimentary close and sign off with just your name in informal emails and with your name and destination in a formal email.

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• Email Preferences

5 Tips for Writing Professional Emails

• Scott Stein

A guide to crafting messages that drive results.

Learning to write better emails will improve your reputation as a strong and thoughtful team member, help you articulate your ideas clearly,  grow your influence, avoid unnecessary back-and-forths, and actually get things done. Here are a few basic guidelines to follow:

• First, identify what you want your email to convey. Ask yourself: What outcome do I hope this email brings? What do I want the recipient to do? This will help clarify your intentions.
• Next, decide the recipients of your email. In general, though, avoid sending a message to an entire team of people if you only need to talk to one or two. Similarly, don’t CC your boss on all emails that don’t require their oversight. Tailor your subject line. Use a verb or a phrase to indicate what action you want the recipient to take such as “Decision,” “Action Required,” or “Feedback.”
• When you write your message, start with the action you want the reader to take. Follow up with the context, and end by letting them know you’re available for questions. Include visual elements like bullet points, bold text, italics, and shorter paragraphs.
• Always specify the timeline of the action or by when you want the recipient to get back to you. Include the expected end date for the task, request, or feedback.

Where your work meets your life. See more from Ascend here .

How much of your time do you spend writing, replying to, and second-guessing emails?

• SS Scott Stein works with leaders and staff to implement fast-track strategies that improve results. He is the author of the book, “Leadership Hacks: Clever Shortcuts to Boost Your Impact and Results.” For more information visit www.scottstein.com .

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What is Email Writing: A-to-Z Guide for Beginners!

‍In this article, I am going to tell you What is Email Writing? so if you want to know about it, then keep reading this article. Because I am going to give you complete information about it, so let’s start.

An email (short for “electronic mail”) is a message sent and received over the internet using an email client or web-based application. Emails allow people to communicate and exchange information electronically, rather than through traditional mail or in-person communication.

Today’s article focuses on the same,i.e, “What is Email Writing” The articles entail each bit of information necessary for you to know.

Let’s get started!✨

Table of Contents

What is Email Writing?

Email writing is the process of creating and sending electronic messages, typically using a computer or smartphone, through an email client or web-based application. Emails are used for a wide range of purposes, including communication with colleagues, clients, and customers; scheduling and organizing meetings and events; and sending attachments and other documents.

Effective email writing involves following certain conventions and best practices to ensure that your message is clear, concise, and professional. This includes using a subject line that accurately reflects the content of your message, addressing the recipient appropriately, and using proper grammar and spelling. It’s also important to consider the tone of your email and to be respectful and courteous in your interactions.

In general, it’s a good idea to keep emails as brief as possible, while still conveying all the necessary information. This can help reduce clutter and make it easier for the recipient to understand and respond to your message.

What is Email Writing Format?

The format of an email refers to the way the email is structured and the layout of its various components. There are several elements that are typically included in an email, and the format of an email can vary depending on the purpose of the message and the audience.

Here are some general guidelines for formatting an email:

• Use a clear subject line : The subject line should accurately reflect the content of the email and be concise (usually no more than a few words).
• Address the recipient appropriately : Use a formal greeting, such as “Dear [Name],” for business emails, and a more casual greeting, such as “Hi [Name]” or “Hello [Name],” for personal emails.
• Use a professional font and layout : Choose a font that is easy to read and professional, such as Arial or Times New Roman. Use headings and bullet points to organize the content and make it easier to scan.
• Keep it concise : Keep your emails as brief as possible, while still conveying all the necessary information. This can help reduce clutter and make it easier for the recipient to understand and respond to your message.
• Use a professional closing : Use a closing such as “Sincerely,” “Best regards,” or “Thank you,” followed by your name and contact information.

It’s important to remember that the tone and style of your emails should be appropriate for the audience and the purpose of the message. Be respectful, courteous, and professional in your interactions, and proofread your emails carefully to ensure that they are clear and error-free.

5+ Tools for Email Writing

There are several tools that can help you with email writing:

• Grammar checkers:  These tools can help you catch spelling and grammar mistakes in your emails. Some popular grammar checkers include  Grammarchecker.com , Grammarly and Hemingway.
• Tone analyzers : These tools can help you assess the tone of your email and suggest ways to improve it. Some popular tone analyzers include ProWritingAid and Tone Analyzer.
• Email templates : These pre-written email templates can help you save time and ensure that you cover all the necessary points in your email.
• Email organizers : These tools can help you manage and organize your emails, making it easier to find and respond to important messages. Some popular email organizers include Sortd and Boomerang.
• Email productivity apps : These tools can help you manage your email inbox and prioritize important messages. Some popular email productivity apps include Inbox by Google and Spark.

It’s important to note that while these tools can be helpful, it’s still important to carefully proofread and edit your emails to ensure that they are clear, concise, and professional.

What is Email Marketing?

Email marketing is a marketing strategy that involves sending promotional messages or advertisements to a large group of people via email. The goal of email marketing is usually to convert recipients into customers or to encourage them to take a specific action, such as visiting a website or making a purchase.

Email marketing campaigns are typically managed through an email marketing service, which allows businesses to design, send, and track the performance of their emails . These services often provide a range of features, including templates for creating professional-looking emails, tools for segmenting and targeting specific groups of recipients, and analytics to measure the success of a campaign.

There are a few key elements to effective email marketing:

• A targeted email list: You should only send emails to people who have explicitly expressed an interest in receiving them.
• A clear call to action: Your emails should make clear what you want the recipient to do, whether it’s visiting your website, making a purchase, or signing up for a newsletter.
• A compelling subject line: The subject line is the first thing recipients will see, so it’s important to make it catchy and relevant.
• Personalization: Customizing your emails with the recipient’s name and other personal information can make them feel more personal and increase their effectiveness.
• Mobile-friendly design: Many people read emails on their smartphones, so it’s important to ensure that your emails are optimized for mobile devices.

Overall, email marketing can be a powerful way to reach and engage with potential customers, but it’s important to follow best practices and avoid spamming or otherwise annoying your audience.

Types of Email Marketing

There are several types of email marketing that businesses and organizations use to reach and engage with their audience:

• Newsletter : A newsletter is an email that is sent on a regular basis, usually to a list of subscribers, and contains information about a specific topic or industry. Newsletters can be used to keep subscribers informed about new products or services, industry news, or special offers.
• Drip campaign : A drip campaign is a series of emails that are sent over a period of time and are designed to nurture leads and guide them toward making a purchase. Drip campaigns usually include a mix of educational and promotional content.
• Promotional email : A promotional email is an email that is designed to promote a product or service. Promotional emails can be sent to a list of subscribers or to a targeted group of individuals.
• Transactional email : A transactional email is an email that is triggered by an action taken by the recipient, such as signing up for a service or making a purchase. Transactional emails typically include information about the action taken, as well as any relevant details or instructions.
• Event email : An event email is an email that promotes an upcoming event, such as a workshop, conference, or webinar. Event emails often include information about the event, as well as a link to register or purchase tickets.

Read also:)

• How to Increase the Open Rate in Email Marketing: A-to-Z Guide!
• What is Cold Email Marketing: A-to-Z Guide for Beginners!
• 10+ Best Email Marketing Tools: A-to-Z Guide for Beginners!

So hope you liked this article on What is Email Writing? And if you still have any questions or suggestions related to this, then you can tell us in the comment box below. And thank you so much for reading this article.

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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Article • 10 min read

Writing Effective Emails

Getting people to read and act on your messages.

By the Mind Tools Content Team

Email has long been a core tool for business communications, but according to research, 50 percent of emails and texts are misunderstood. [1]

So, how can you avoid your emails getting misconstrued? And how can you write emails that get the results you want? In this article and video, we look at some strategies you can use to ensure that your emails are clear, effective and successful.

The average office worker receives around 80 emails each day. [2] With that volume of mail, individual messages can easily get overlooked. Follow these simple rules to get your emails noticed and acted upon.

1. Don't Overcommunicate by Email

One of the biggest sources of stress at work is the sheer volume of emails that people receive. So, before you begin writing an email, ask yourself: "Is this really necessary?"

As part of this, you could use direct messaging or a phone call to deal with questions that are likely to need some back-and-forth discussion. Use our Communications Planning Tool to identify the channels that are best depending on your message.

Also, email is not as secure as you might think, particularly as people can forward emails without thinking or delete the conversation history. So, avoid sharing sensitive or personal information in an email, and don't write about anything that you, or the subject of your email, wouldn't like to see plastered on a billboard by your office.

Whenever possible, deliver bad news in person. This helps you to communicate with empathy, compassion, and understanding, and to give detail or explain more if your message has been taken the wrong way.

2. Make Good Use of Subject Lines

A newspaper headline has two functions: it grabs your attention, and it summarizes the article, so that you can decide whether to read it or not. The subject line of your email message should do the same thing.

A blank subject line is more likely to be overlooked or rejected as "spam," so always use a few well-chosen words to tell the recipient what the email is about.

You may want to include the date in the subject line if your message is one of a regular series of emails, such as a weekly project report. For a message that needs a response, you might also want to include a call to action, such as "Please reply by November 7."

A well-written subject line, like the one below, delivers the most important information, without the recipient even having to open the email. This serves as a prompt that reminds recipients about your meeting every time they glance at their inbox.

If you have a very short message to convey, and you can fit the whole thing into the subject line, use "EOM" (End of Message) to let recipients know that they don't need to open the email to get all the information that they need.

(Of course, this is only useful if recipients know what "EOM" means.)

3. Keep Messages Clear and Brief

Emails, like traditional business letters, need to be clear and concise. Keep your sentences short and to the point. The body of the email should be direct and informative, and it should contain all pertinent information. See our article on writing skills for guidance on communicating clearly in writing.

Unlike traditional letters, however, it costs no more to send several emails than it does to send just one. So, if you need to communicate with someone about a number of different topics, consider writing a separate email for each one. This makes your message clearer, and it allows your correspondent to reply to one topic at a time.

It's important to find balance here. You don't want to bombard someone with emails, and it makes sense to combine several, related, points into one email. When this happens, keep things simple with numbered paragraphs or bullet points, and consider "chunking" information into small, well-organized units to make it easier to digest.

Notice, too, that in the good example above, Monica specified what she wanted Jackie to do (in this case, amend the report). If you make it easy for people to see what you want, there's a better chance that they will respond positively.

4. Be Polite

The messages you send are a reflection of your own professionalism , values, and attention to detail, so a certain level of formality is needed when using email, especially at work.

Unless you're on good terms with someone, avoid informal language, slang, jargon , and inappropriate abbreviations. Emoticons can be useful for clarifying your intent, but it's best to use them only with people you know well.

Close your message with "Regards," "Yours sincerely," or "All the best," depending on the situation.

Recipients may decide to print emails and share them with others, so always be polite.

5. Check the Tone

When we meet people face-to-face, we use the other person's body language , vocal tone, and facial expressions to assess how they feel. Email robs us of this information, so it can be difficult to tell whether people have misunderstood our messages or misread them in some way.

Your choice of words, sentence length, punctuation, and capitalization can easily be misinterpreted without visual and auditory cues. In the first example below, Emma might think that Harry is frustrated or angry, but, in reality, he feels fine.

Think about how your email "feels" emotionally. If your intentions or emotions could be misunderstood, find a less ambiguous way to phrase your words.

6. Proofreading

Finally, before you hit "send," take a moment to review your email for spelling, grammar, and punctuation mistakes. Your email messages are as much a part of your professional image as the clothes you wear, so it looks bad to send out a message that contains typos.

As you proofread, pay careful attention to the length of your email. People are more likely to read short, concise emails than long, rambling ones, so make sure that your emails are as short as possible, without excluding necessary information.

Our article on writing skills has tips and strategies that you can use when proofreading your emails.

Most of us spend a significant portion of our day reading and composing emails. But the messages we send can be confusing to others.

To write effective emails, first ask yourself if you should be using email at all. Sometimes, it might be better to pick up the phone or use direct messenger apps.

Make your emails concise and to the point. Only send them to the people who really need to see them, and be clear about what you would like the recipient to do next.

Remember that your emails are a reflection of your professionalism, values, and attention to detail. Try to imagine how others might interpret the tone of your message. Be polite, and always proofread what you have written before you click "send."

How to Write Effective Emails Infographic

See our infographic, How to Write Effective Emails .

[1] Jenkins, R. (2020). 50 Percent of Emails and Texts are Misunderstood, But There's an Easy Way to Change That [online]. Available here .

[2] The Radicati Group, Inc. (2015). Email Statistics Report, 2011-2015 [online]. Available here .

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• Conventions of Mails and Sample Mails

Suppose you want to give a birthday party. You want to invite some of your college friends, your colleagues and some of your senior in the office. Suppose you are writing an email to them to invite them.  Is the email writing format the same for all persons? Can you use the same language and wordings in the different email writing format? In this section, we will learn about email writing format. We will also get ourselves familiar with the different types of emails .

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Email writing.

Email stands for electronic mail. It is the easiest and the cheapest way of communication . It is used in formal, semi-formal as well as an informal way of expression or writing.

Browse more Topics under Writing Formal Mails

• Definition, Effective Mails
• Essential Elements of Mails

Categories of Email Writing

Emails are of three types

• Semi-Formal email
• Formal email
• Informal email

Email Writing Format

The email writing format is the same for each of the categories. Though the choice of words and language differ depending upon the type of email. One can use friendly and casual language in informal emails . The language used in formal emails should be professional, clear, and formal. The email writing format is

Let us discuss each type of email writing format.

A Sample of Informal Email Writing Format

An email written for any friends, family members or relatives comes under this category. Use of polite, friendly and casual words along with proper greetings and closings are some of the rules of the informal emails.

Suppose you have to write an email to your friend inviting him or her to your birthday party.

Subject: Invitation to a birthday party

Hope this mail finds you in the best of your time. I am very happy to invite you to my birthday party on Nov 03 at ABC Hotel from 7:00 pm to 10:00 pm. The theme of the birthday party is ‘Pirate of the Caribbean”.

It would be great if you come and join us at the party. We will have a great time and fun together.

See You Soon

A Sample of Semi-formal Email Writing Format

An email written for any teammates or colleague is the semi-formal email. One can use friendly language but have to maintain the limit and the decency. The length, proper greetings and closing and clarity are some of the rules of the semi-formal emails.

Writing a letter to inform your classmates regarding intra-college quiz competition.

Subject: Intra-college Quiz Competition.

Hello Everyone!

This is to inform you guys that an intra-college quiz competition is going to be held in our college on Nov 25 from 11:30 am in Hall – 01.

Everyone is therefore asked to take part in the competition so that our department can win.

For further queries, feel free to contact me.

(Class Representative)

A Sample of Formal Email Writing Format

An email written for business communication or professional use comes under this category. The email written for any government department, school authority, company or any officers are the formal emails. Use of polite and formal words, the reason for writing mail, clarity, proper greeting and closing are some of the rules of the formal email.

A mail for resignation.

Subject: Resignation Letter

Please accept this mail as a notice that I am leaving my position with this organization. As per the norm of the company I’ve to give a month notice before resigning. I hope you will get a good replacement for me within this time period.

I really appreciate the opportunities that I have been given to me to help me grow. Wish you and the company the best in the future.

Please let me know what to expect as far as my final work schedule and the employee benefits. Please let me know in case of any assistance for the above.

Kindly look into the matter.

Thanks and Regards

(Project Head)

Solved Examples on E mail Writing Format

Problem: What does the opening part of the formal mail contain?

• Inquiry about the weather in the city
• The health condition of the recipient
• Inform the recipient about the reason for writing the mail
• None of the above

Solution: 3. Inform the recipient about the reason for writing the mail.

Problem: In an informal letter you should

• Ignore grammar
• Ignore punctuation
• Write clear and readable in simple English

Solution: 3. Write clear and readable in simple English.

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Written by admin • October 26, 2023 • 5:56 am • Employee Support

Email Writing – Format & Samples for Office and School

Table of Contents

When it comes to communication email writing is a widespread method of interaction. Its speed and ability to convey messages make it indispensable, in the world. Therefore mastering the art of email writing holds importance.

In our blog, we will explore the details of effective email communication. We will delve into the steps for composing emails covering both informal formats. With a focus on clarity and brevity, we will discuss how to craft concise messages.

We will also analyze email writing elements and understand the tones and expressions that make it effective. Additionally, we will unravel the complexities of email writing emphasizing the etiquettes and structures crucial for correspondence.

How to Write an Email?

When crafting emails, it is essential to adhere to certain guidelines. Much like formal and informal letters, emails can adopt either a casual or professional tone, depending on the context. The format of the email varies accordingly. Moreover, meticulous attention to spelling and grammar is crucial to convey your message accurately and professionally.

Email Address It goes without saying that you always need to ensure that you’re putting in the correct mail address, as even the slightest error can put your mail into someone else’s inbox or fail to deliver your email altogether.

Subject The subject line of an email stands as the initial interaction point with your readers, making it a crucial element of your communication. This single line of text holds the power to captivate your audience effectively. Following the subject line, an email pre-header offers a sneak peek into the email’s content. To enhance the impact of your emails, consider these guidelines for crafting compelling subject lines:

• Conciseness is Key: Keep your email subject short and concise, ideally within 40-60 characters. Brevity ensures clarity and grabs attention instantly.
• Know Your Recipient: Understanding your target audience is fundamental. Prior to drafting your email and subject line, delve into the preferences and interests of your readers. This knowledge enables you to create subject lines that align with their expectations.
• Avoid Spam Language: Steer clear of using words or phrases that commonly trigger spam filters. Crafting subject lines devoid of spam-related terms ensures that your emails reach the intended recipients’ inboxes, increasing the likelihood of them being read.

Salutation The choice of an appropriate salutation sets the tone for your email and reflects your professionalism. In formal contexts, it is advisable to commence your email with a respectful salutation such as “Dear Sir/Ma’am” or “Respected Sir/Ma’am”. On the other hand, in more informal settings, you can opt for a friendly approach by addressing the recipient with their first or last name following “Dear”.

Please note that the right salutation establishes a polite and considerate tone, demonstrating your respect for the recipient and reinforcing the professionalism of your communication.

Body it’s essential to gather all the necessary information and facts, including specific dates, names, or figures, before proceeding with your email. Additionally, maintaining a consistent email font size and style enhances readability and professionalism.

When composing your email, adhere to the 7Cs of Communication: be clear, concise, concrete, correct, coherent, complete, and courteous. Clear and precise language, supported by accurate and specific details, ensures your message is easily understood. Coherence and completeness guarantee that your email is logically structured and provides all necessary information.

Furthermore, it’s advisable to maintain a formal tone in your professional communication. Avoid using slang, initialisms, or colloquial language such as “kinda” or “TTYL,” even when corresponding with close colleagues or classmates. Upholding a standard of professionalism in your language and communication style reflects positively on your image and ensures clarity in your message.

Sign Off The closing of your email holds significant importance, particularly in professional contexts where you engage with prospects, partners, and customers within your network. Maintaining a brief and concise closure is crucial, tailored to the specific context of the email.

Here are some examples of suitable closings for various scenarios:

For Formal Business:

• Best wishes
• With sincere appreciation
• Thank you for the opportunity

For Informal Business:

Selecting an appropriate closing enhances the professionalism and courtesy of your email, leaving a positive impression on the recipient.

Signature  A signature serves as a personalised block of text at the end of your email, containing contact information and branding details. A well-crafted email signature can significantly impact your readers’ perception, influencing reading and response rates. It serves multiple purposes, including

It creates a positive image of yourself and your company. It also demonstrates professionalism and courtesy towards the recipient. In some cases, it also reinforces brand awareness through consistent branding elements.

Example of an Email Signature:

Shreya Mishra Sales Manager | IBF Marketing Solutions Phone: 123-322-1550 Website: [email protected]

Email Writing Format

This is a basic email writing format that can be followed by you.

Subject: [Briefly Mention the Purpose of Email]

Dear Sir/Madam,

Body: [Compose your email message here. Be clear, concise, and polite in your communication. Address the main points or concerns, providing necessary details.]

Kind regards,

[Your Full Name] [Your Position/Title] [Organisation/School/Institution Name] [Contact Number]

Sample of Informal Email Writing

If you find yourself struggling to write a concise email, these samples shall help you in the right direction.

Hey [Friend’s Name],

I hope this email finds you in great spirits! It’s been a while since we last caught up, and I wanted to drop you a line and see how you’ve been doing.

Life on my end has been pretty busy but in a good way. Work’s been keeping me occupied, and I’ve been diving into a few new hobbies as well. I’ve recently started painting, and it’s been such a therapeutic experience.

Speaking of hobbies, have you picked up anything interesting lately? I’d love to hear about what’s been keeping you busy and what you’re passionate about these days.

Remember that trip we talked about? I’ve been researching some cool destinations. Let me know your thoughts on where you’d like to go. It would be awesome to plan something together.

Oh, and I can’t forget to tell you about this amazing new café I discovered downtown. Their coffee is out of this world, and they have the cosiest atmosphere. We should definitely check it out together.

Anyway, I don’t want to make this email too long. Let’s catch up properly soon. How about a call this weekend? Let me know if you’re free, and we can schedule a time for both of us.

Take care and talk soon!

Warm regards,

[Your Name]

Email Writing Sample 1: Email For Holiday Trip

I hope this email finds you well! I am thrilled to share some exciting news with you. Our long-awaited holiday trip is finally in the planning stage, and I couldn’t be more excited about it!

After much thought and research, we’ve decided to head to [Destination]. The place is renowned for its picturesque landscapes, rich culture, and mouthwatering cuisine – everything we look for in a perfect holiday destination.

I wanted to check in with you about your preferences for the trip. Is there anything specific you’d like to explore or any activities you’re particularly interested in? Your input is valuable in making our trip memorable for everyone.

Also, I’m in the process of booking accommodations. If you have any preferences regarding the type of stay you’d like, please let me know, and I’ll make sure to consider that while making reservations.

I’m eagerly looking forward to creating wonderful memories together on this trip. Let’s coordinate our schedules and have a call some time this week to discuss the details further.

If there’s anything specific you’d like to include in our itinerary, feel free to share your thoughts. Can’t wait to embark on this adventure together!

Warmest regards,

Email Writing Sample 2: Random Email To A Friend

I hope you’re doing great!

I’ve been swamped since my new job at Company X started, but things are going well. How’s life with [Partner’s Name] and the kids? I hope [Kid’s Name] enjoyed his birthday gift.

Exciting news: [Name] graduated as the class topper last week! She’s gearing up for the entrance exams at XYZ College. Fingers crossed for her!

We really need to catch up. It’s been ages since our families hung out. Let me know when you’re free for dinner at our place.

Email Writing Sample 3: Congratulatory Email

I just received your invitation for the opening of your new restaurant. Congratulations!

I can’t express how happy and proud I am of you. I know this has been your dream for ages, and seeing it come true is incredible. You’ve worked so hard, and now you’re reaping the rewards.

I’ll definitely be there on the opening night. I can’t wait to celebrate this amazing achievement with you!

Formal Email Writing Format

Subject: [Purpose of Email]

I hope this email finds you well.

I am writing to extend my greetings and best wishes to you. [Add specific details or introduction here, if applicable, e.g., “I wanted to take a moment to wish you good luck for your future endeavours, Anil.”]

[Continue with the main body of the email.]

Yours sincerely,

[Your Full Name] [Your Position/Title] [Your Organisation] [Contact Number] [Email Address]

Attachments: [List the names of attached PDFs and files, if any]

Sample 1: Farewell Email

I hope this email finds you in good spirits.

It is with mixed feelings that I announce my departure from [Company Name]. After [number of years] years of working alongside such talented and dedicated individuals, the time has come for me to explore new opportunities and challenges. I wanted to take a moment to express my heartfelt gratitude for the support, camaraderie, and valuable experiences I have had here.

I am incredibly grateful for the friendships I’ve made, the skills I’ve learned, and the memories I’ll carry with me. As I move forward into this new chapter, I will always cherish the time spent here and the lessons I’ve learned from each of you.

I would like to express my sincerest thanks to each one of you for making my time at [Company Name] memorable and rewarding. Please stay in touch. You can reach me at my personal email address: [Your Personal Email].

I wish you all continued success and fulfilment in your roles. I hope our paths cross again in the future.

[Your Full Name] [Your Position] [Company Name] [Email Address] [Phone Number]

Sample 2: Email on Seeking Information Regarding Course Details

I am writing to inquire about the details of the [Course Name] offered by your institution. I am interested in enrolling for this course and would appreciate it if you could provide me with comprehensive information regarding the curriculum, duration, fees, and any other relevant details. Additionally, if there are any upcoming orientation sessions or open houses, I would like to attend to gain a better understanding of the course structure and the opportunities it offers.

I am particularly interested in [specific aspect of the course, if applicable, e.g., the focus on practical training, industry collaborations, etc.] and would like to know more about how this course can help me achieve my career goals.

I understand that you are likely busy, and I truly appreciate your time and assistance in providing me with the necessary information. If there are any application deadlines or documents required for the application process, kindly let me know, and I will ensure to fulfil the requirements promptly.

Thank you in advance for your attention to this request. I look forward to your response.

[Your Full Name] [Your Contact Number] [Your Email Address]

Sample 3: Email on introducing a new employee to your team

I am pleased to announce the newest addition to our team, [New Employee’s Name]. [He/She] joins us as [New Employee’s Position] and brings with [him/her] a wealth of experience and enthusiasm that I am sure will greatly benefit our team.

[New Employee’s Name] comes to us from [Previous Company/Institution], where [he/she] was involved in [brief description of their previous role or experience]. [He/She] holds a degree in [Relevant Degree] and has a passion for [mention any specific skills or interests].

Please join me in extending a warm welcome to [New Employee’s Name]. I am confident that [he/she] will quickly become a valuable asset to our team, and I encourage each of you to reach out and introduce yourselves.

[New Employee’s Name], please feel free to reach out if you have any questions or need assistance settling in. We are thrilled to have you on board and look forward to working together to achieve our shared goals.

Best regards,

[Your Full Name] [Your Position/Title] [Company Name] [Your Email Address] [Your Phone Number]

Sample 4: Email on Official Intimation of Your Resignation

Dear [Supervisor’s Name],

I hope this email finds you well. It is with a mix of emotions that I write to officially inform you of my decision to resign from my position at [Company Name]. After careful consideration, I have decided to take on a new opportunity that aligns with my career goals and aspirations.

My last working day at [Company Name] will be 2024. I assure you that I will do my best to ensure a smooth transition during this period. I am more than willing to assist in training a replacement or pass on my duties to a designated colleague.

I want to express my deepest gratitude for the opportunities, support, and experiences that I have gained during my tenure at [Company Name]. I have enjoyed working here and have learned a great deal from you and my colleagues. I am thankful for the guidance and encouragement I have received.

Please let me know if there are specific tasks or responsibilities you would like me to prioritize during my notice period. I am open to discussions regarding the transition process and will ensure that all pending work is completed before my departure.

Thank you once again for the opportunity to be a part of [Company Name]. I look forward to staying in touch and hope our paths cross again.

Sample 5: Email informing your employees about the change in work timings

I hope this message finds you in good health. I am writing to inform you about an upcoming change in our work timings, effective from 2024.

Starting 2024, our new office hours will be as follows:

Monday to Thursday: 9:00 AM to 6:00 PM

Friday: 9:00 AM to 3:00 PM

We have made this adjustment to better align our working hours with the needs of our clients and to enhance overall efficiency within the team. We believe that this change will improve our productivity and help us serve our clients more effectively.

Please ensure that you adjust your schedules accordingly. If you have any concerns or questions regarding this change, feel free to reach out to your respective supervisors or the HR department.

We appreciate your understanding and cooperation during this transition period. Thank you for your dedication and hard work. We believe that these changes will benefit all of us in the long run.

Sample 6: Email of Marriage Leave Application

I hope this email finds you well. I am writing to formally request a leave of absence from work due to my upcoming marriage ceremony. I am planning to get married on 2024 and the associated ceremonies and arrangements require my presence and involvement, necessitating my absence from work for [number of days] starting from [start date] to [end date].

I understand the importance of my responsibilities at work and assure you that I will complete all pending tasks and delegate my duties to a colleague, [Colleague’s Name], during my absence to ensure a smooth workflow. I will make sure that all necessary handovers are done before my departure.

I am more than willing to assist in any way possible to minimize the impact of my absence. I will be reachable via email and phone in case of any urgent matters that require my attention.

I have attached the wedding invitation for your reference and for the HR department’s records.

I am grateful for your understanding and support during this significant moment in my life. I assure you that I will resume work promptly on [return date] and will make every effort to ensure a seamless transition back into my responsibilities.

Thank you for considering my request. Please let me know if you need any additional information.

[Your Full Name] [Your Employee ID] [Your Department] [Your Email Address] [Your Phone Number]

Sample 7: Email of Annual School Sports Announcement

Dear Students,

I am thrilled to announce that our school’s Annual Sports Day is just around the corner! This year, the event will be held on 2024 at [venue]. The sports day promises a day filled with exciting competitions, team spirit, and fun activities.

Event Details:

• Date: [Date]
• Venue: [Venue]
• Time: [Time]

We encourage all students to participate actively and showcase their sportsmanship. Please stay tuned for more details regarding the specific sports events and how to register. Let’s make this sports day memorable and full of energy!

[Your Full Name] [Your Grade/Class] [School Name]

Sample 8: Email for Science Project

Dear [Classmates’ Names],

I hope this email finds you well. I am reaching out to propose a collaboration on our upcoming science project. I believe that by pooling our ideas and resources, we can create something truly impressive and innovative.

Project Topic: [Briefly describe the project topic and objectives]

Roles and Responsibilities:

• Research: [Assign specific research tasks to team members]
• Experimentation: [Outline experimental procedures]
• Data Analysis: [Detail how data will be collected and analyzed]
• Presentation: [Discuss how the project findings will be presented]

Let’s schedule a meeting this [day] after school to brainstorm ideas and divide tasks. Please confirm your availability, and feel free to share any initial thoughts you might have about the project.

I am looking forward to working together and creating a standout project!

Avoiding Common Email Writing Mistakes

Effective communication fosters understanding and efficiency. Following these guidelines will ensure that your emails are professional yet easily comprehensible, promoting seamless interactions in the professional sphere.

• Subject Line Precision: Your subject line should concisely reflect the email’s content. Avoid vague or generic subjects like “Hey,” and instead, be specific. For instance, “Continuing Our LinkedIn Conversation” provides clarity and context.
• Concise and Focused Content: Keep your emails clear, brief, and focused on one topic. Lengthy, text-heavy emails can overwhelm recipients. Address one subject per email, allowing for quick comprehension and response.
• Avoid Ambiguity: Clear communication is key. Ambiguous language can lead to misunderstandings. Be precise and straightforward in your messaging, ensuring there’s no room for misinterpretation.
• Clarify Attachments: When sending attachments, provide a brief explanation. Use relevant keywords, and ensure recipients understand the content they’re about to open. This aids in easy retrieval and comprehension later.
• Avoid Jargon: While industry jargon might seem commonplace, not everyone is familiar with it. Opt for plain language to ensure your message is universally understood. Avoiding jargon prevents unnecessary explanations and saves time.
• Proofreading: Before hitting send, take a moment to proofread your email. Correct any spelling or grammar errors. This applies particularly to emails sent from mobile devices, where autocorrect mishaps can occur.

Politeness and Etiquette in Email Writing

• Be Polite: Politeness in emails is not just a formality; it’s a cornerstone of professional communication. Address your recipient with respect by using proper salutations like “Dear [Recipient’s Name],” and incorporate phrases like “please” and “thank you” where applicable. These courtesies show your consideration and create a positive atmosphere, enhancing the overall tone of your email.
• Feedback and Criticism: When dealing with negative feedback or criticism, it’s crucial to maintain composure and professionalism. Begin your response by acknowledging the concern empathetically. Avoid defensive language and focus on addressing the issue constructively. Express gratitude for the feedback and assure the sender that their concerns are valued. End your response with a positive note, reinforcing your commitment to resolving the matter. This approach not only defuses tension but also demonstrates your professionalism and ability to handle challenging situations gracefully.
• Signature Block: Incorporating a signature block is essential to establish credibility and authenticity. Include your full name, job title, company, and contact number at the end of your email. This not only provides vital information about you but also reassures the recipient of the legitimacy of your communication.

Email Writing Formatting Tips

Presentation holds significant weight in almost everything we do, emails are no exception to that. Here are some key pointers to help you master the art of email formatting:

Using Fonts, Colors, and Formatting Tools The choice of fonts and colours in your emails can significantly impact how your message is received. Opt for standard, easily readable fonts like Arial or Times New Roman. Dark text on a light background ensures clarity. Judiciously use bold, italics, and bullet points when it comes to emphasis. These formatting tools draw attention to crucial information without overwhelming your recipients. Remember, simplicity and consistency are paramount for a professional appearance.

Attachments and Links Attachments play a vital role in supplementing information. Always indicate the presence of attachments in your email, briefly describing their content. Additionally, use descriptive anchor text instead of long URLs when incorporating links. This looks neater while clarifying the link’s purpose to your readers. Always double-check when it comes to hyperlinks, ensuring they lead to reliable sources. Verify links before sending to avoid potential inaccuracies or broken connections.

FAQs On Email Writing

What are the four types of email communication.

There are four primary types of business emails that prove beneficial for professionals and businesses:

• Newsletter Emails: These updates, sent on a regular basis (monthly, bi-monthly, or weekly), keep subscribers informed about company news, events, or blogs of interest.
• Promotional Emails: While powerful for marketing, these emails should be used judiciously. Highlight services or products with engaging content, limiting their frequency to avoid overwhelming recipients.
• Informational Emails: These concise emails serve to provide essential information, such as reminders, birthday wishes, or work anniversaries, among other things.
• Survey Emails: These emails gather valuable feedback, aiding businesses in understanding customer preferences and improving decision-making processes.

How to write an email?

An email needs to include these essential details:

• Subject Line: Be concise and clear. Summarise the purpose of your email.
• Greeting: Use a polite salutation. If you know the recipient's name, use it (e.g., "Dear Mr. Smith").
• Body: Be concise and to the point. Use short paragraphs and bullet points for clarity.
• Closing: Use a courteous closing (e.g., "Best regards," "Sincerely,") followed by your full name.
• Signature: Include your name, job title, company, and contact information.

How to write an email for a job application?

If you are writing an email to apply for a job, make sure it has these elements and details:

• Subject Line: Include the job title you're applying for.
• Greeting: Address the recipient formally (e.g., "Dear Hiring Manager,").
• Introduction: Mention the position you're applying for and how you found out about the job.
• Body: Highlight your qualifications, skills, and enthusiasm for the position. Be specific and relate your skills to the job requirements.
• Closing: Express appreciation for considering your application. Politely request an interview.
• Attachment: Attach your resume and any other relevant documents.
• Signature: Include a professional signature with your full name and contact information.

What to write in an email when sending a resume?

Here’s what you need to include in your mail while sending your resume:

• Subject Line: Mention the purpose (e.g., "Resume for Marketing Position").
• Greeting: Use a formal salutation (e.g., "Dear Hiring Manager,").
• Body: Briefly introduce yourself and explain the purpose of the email. Mention that your resume and cover letter are attached.
• Closing: Express appreciation for the recipient's time and consideration.
• Attachment: Attach your resume and cover letter (if applicable).
• Signature: Provide your full name, phone number, and LinkedIn profile (if available).

How to write a resignation email?

If you are writing a resignation email, here is all that you need to put in it:

• Subject Line: Be clear (e.g., "Resignation - Your Name").
• Greeting: Address your immediate supervisor or HR manager.
• Statement of Resignation: Clearly state that you are resigning from your position and provide your last working day.
• Gratitude: Express gratitude for the opportunities and experiences gained while working in the company.
• Offer Assistance: Offer to assist with the transition, if possible.
• Closing: Offer well wishes for the future and maintain a professional tone.
• Signature: Include your full name and contact information.

How to write a formal email?

Here is a format for writing a formal email:

• Subject Line: Be specific and concise about the email's purpose.
• Greeting: Use a formal salutation appropriate for the recipient (e.g., "Dear Dr. Johnson,").
• Body: Be clear, polite, and concise. State your purpose and provide necessary details.
• Closing: Use a formal closing (e.g., "Yours sincerely," "Kind regards,") followed by your full name.
• Signature: Include your full name, job title, company, and contact information.

Remember, it's essential to proofread your emails for errors and ensure they convey the intended message professionally and clearly.

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