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Useful Ways of Writing Emails in English

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In today’s digital age, email is an essential means of communication, especially in the business world. In this article, we’ll cover the basics of writing an email, including the importance of a clear subject line, how to address your recipient and the structure of a well-written email. We’ll also provide tips on how to avoid common mistakes and make your email stand out. Whether you’re writing a formal email to a colleague or a casual email to a friend, our guide will help you write with confidence and clarity. So let’s get started!

Common Phrases for Writing Emails

Writing Emails

Starting the E-mail

  • Hi James!
  • My dear father…
  • Dear John…
  • Hello David…
  • Dear Mr, Mrs, Ms…

Opening Sentence

  • How are you?
  • How’s life treating you?
  • How’s life?
  • How are things?
  • Any news?
  • Anything strange?
  • What are you up to these days?

Giving News

  • Guess what. I’ve…
  • I’ve got some good news, my friend.
  • Great news John, I’ve…
  • Unfortunately, I’ve got bad news
  • I’m afraid I have some bad news
  • Bad news John

Closing Sentence

  • Well, that’s all for now
  • I’d better get back to work here
  • I must go
  • Looking forward to…
  • Take care
  • All the best
  • All my love

Learn more with a useful list of transition words and phrases to improve your writing skill in English.

Choosing the Right Vocabulary

When writing an email, it is important to use the appropriate vocabulary for the intended audience. Using the wrong tone or level of formality can lead to misunderstandings or even offense. Here are some tips for choosing the right vocabulary:

  • Consider the recipient: Think about who will be reading the email and adjust your vocabulary accordingly. For example, if you are writing to a friend, you can use more informal language, while if you are writing to a supervisor or professor, you should use more formal language.
  • Avoid slang and jargon: While slang and jargon can be appropriate in certain contexts, they should generally be avoided in emails. They can be confusing or even offensive to the reader, especially if they are not familiar with the terminology.
  • Use clear and concise language: Avoid using overly complicated or flowery language. Instead, use simple and direct language to get your point across. This will make your email easier to read and understand.
  • Be polite and respectful: Use polite and respectful language, even if you are writing to someone you disagree with or are upset with. This will help maintain a professional tone and avoid any unnecessary conflicts.
  • Proofread your email: Before sending your email, make sure to proofread it carefully for any errors or typos. This will help ensure that your email is clear, concise, and professional.
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By following these tips, you can choose the right vocabulary for your emails and communicate effectively with your intended audience.

Formal and Informal Emails

When writing an email, it is important to consider the tone and level of formality appropriate for the situation. In general, formal emails are used for professional or business communications, while informal emails are more appropriate for personal or casual communications.

Formal Emails

Formal emails should be written in a professional and respectful tone. When addressing the recipient, use their title and last name (e.g. “Dear Mr. Smith”). If you are unsure of their gender or title, it is best to use their full name (e.g. “Dear Taylor Smith”).

In the body of the email, use proper grammar and punctuation. Avoid using slang or contractions, and keep the language formal and concise. Use a clear and informative subject line that summarizes the content of the email.

Informal Emails

Informal emails can be more relaxed and conversational in tone. You can use the recipient’s first name or a casual greeting like “Hi” or “Hello”. However, it is still important to be respectful and avoid using offensive language or inappropriate humor.

When writing an informal email, you can use contractions and more casual language. However, it is still important to use proper grammar and punctuation to ensure clear communication. Use a subject line that reflects the content of the email, but it can be more creative or playful than a formal email subject line.

The Structure of an Email

Writing an email may seem like a simple task, but it is important to follow the proper structure to ensure your message is clear and professional. In this section, we will cover the essential components of an email, including the subject line, salutation, email body, closing, and signature.

Subject Line

The subject line is the first thing the recipient sees when they receive your email. It should be concise and accurately reflect the content of your message. A good subject line can help your email stand out in a crowded inbox and increase the chances of it being opened. Consider using action verbs or asking a question to make your subject line more engaging.

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The salutation is the greeting at the beginning of your email. It should be polite and address the recipient appropriately. If you are unsure of the recipient’s name, use a generic greeting such as “Dear Sir/Madam” or “To Whom It May Concern.” If you know the recipient’s name, use their title and last name, such as “Dear Dr. Smith” or “Dear Ms. Johnson.”

Email Body

The email body is where you convey the main message of your email. Keep your paragraphs short and use bullet points or numbered lists to break up large blocks of text. Be clear and concise in your writing, and avoid using overly technical language or jargon. Use bold text or italics to emphasize important points.


The closing is the final part of your email. It should be polite and professional, and can include a call to action or a request for a response. Common closings include “Sincerely,” “Best regards,” or “Thank you.” If you are writing an email to someone you have not met before, it may be appropriate to include a brief sentence introducing yourself and your affiliation.


The signature is where you include your contact information, such as your name, job title, company, and phone number. This information can help the recipient follow up with you or contact you if they have any questions. Consider including a link to your website or social media profiles to make it easier for the recipient to learn more about you or your company.

Example of Writing an Email

Subject: Inquiry about Job Opportunities

Dear [Hiring Manager’s Name],

I am writing to inquire about any job opportunities that may be available at [Company Name]. I have recently graduated from [University Name] with a degree in [Field of Study] and am eager to begin my career in [Industry or Field].

I have researched your company and am impressed by your commitment to [specific aspect of the company’s mission or values]. I am particularly interested in the [specific job position or department] and believe that my skills and experience would make me a valuable addition to your team.

As you can see from my attached resume, I have gained experience in [relevant skills or experiences]. I am confident that I can bring these skills to [Company Name] and contribute to the success of your organization.

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I would appreciate the opportunity to discuss any job opportunities that may be available at your company. Please let me know if there are any current or future openings that match my qualifications. I am available for an interview at your convenience and can be reached at [Your Contact Information].

Thank you for considering my application. I look forward to hearing from you soon.


[Your Name]

Frequently Asked Questions

What is the proper format for writing an email?

When writing an email, it’s important to follow a proper format to ensure that your message is clear and easy to read. Start with a greeting, such as “Dear [Recipient’s Name],” and then introduce yourself if necessary. Use short paragraphs and bullet points if possible to make your message more readable. End the email with a closing, such as “Best regards” or “Sincerely,” and then sign off with your name.

How can I improve my email writing skills?

Improving your email writing skills can be done with practice and by following some basic guidelines. Start by being clear and concise in your messages. Use proper grammar and spelling, and avoid using slang or informal language. Keep your emails brief and to the point, and use bullet points or numbered lists to organize your thoughts. Finally, always proofread your emails before sending them.

What are some common mistakes to avoid when writing an email?

There are several common mistakes to avoid when writing an email. First, avoid using all caps or excessive punctuation, as this can come across as aggressive or unprofessional. Second, avoid using slang or informal language, as this can also be unprofessional. Third, avoid using email as a substitute for face-to-face communication, as important details can be lost in translation. Finally, always proofread your emails before sending them.

How do I address a company in an email?

When addressing a company in an email, it’s important to use a formal tone and proper titles. Start with a greeting such as “Dear [Company Name] Team,” and then introduce yourself if necessary. Use proper titles such as “Mr.” or “Ms.” when addressing individuals within the company. Be clear and concise in your message, and always proofread your email before sending it.

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