Many different forms of communication have been used over the years and the one which has established itself is without a doubt emails. Nowadays it has become extremely important to be able to write an email in English in a clear and informative way. Knowing how to write a good email will not only help you land a job or pass an exam, but also stay in touch with your English-speaking friends.

Emails are often the first contact we have with a future employer, which is why it's important to make a good first impression. Emails need to respect certain codes and a certain level of formality. In this article, you will find out how to write an email in English with a few examples of emails in English.

You will also find some tips and tricks on making a good first impression, as well as useful vocabulary related to emails.

Writing an email in English – a step-by-step guide

In order to write a good email, you have to follow the same structure as you would for a dissertation. You have to introduce the subject of the email, give information on different points, and then conclude. Even if emails are much shorter than dissertations, this logic will allow you to write them well.

Let's start with writing a professional email. With a formal tone, we'll be applying for an internship in English. This example can also be used when you're writing to a company for a job interview. In the second example you will find out how to write an email to a friend in English.

Follow this format for an efficient email:

1. Greetings
2. Presentation
3. Presenting the main goal and message
4. Conclusion
5. Final salutations

Greetings

In order to start an email in English, you need to write a comma after the opening phrase, then leave one empty line. This is where you define the level of formality. Make sure to use the appropriate tone and salutation. When writing an email to an unknown recipient, you can use: To Whom It May Concern or Dear Sir or Madam.

Formal :

• Dear [Name of recipient],
• Good morning,
• Good afternoon,
• Good evening,

Informal:

• Hi,
• Hello,
• Greetings,

Presentation

When starting an email in English, start with a short phrase to initiate your message. If you're writing a professional email, you can write I hope this message finds you well. When you write an email to a friend in English, you can just write How are you?.

Afterwards, you present yourself briefly if you don't know the recipient yet. For example, in a work context you can write This is (Your name) from (Your Company) writing regarding... If a friend gave you the contact, you can write (Person's Name) recommended I get in touch with you or, more formally, I was referred to you by (Mutual Contact's Name). Here's an example of a formal email in English:

Formal:

Good morning,

I hope this message finds you well. My name is (Your Name), I am a business student in > my final year of an MBA degree interested in obtaining an internship at your company.

And now, look at this example of an informal email in English:

Hi there,

How are you? This is (Your Name), we met at the hostel last week in Rome.

Presenting the main goal and message

After the introduction, you need a few sentences to explain the goal of your email. At this point, if you've already written the topic of your email, the recipient already has an idea about the reason you're writing to them. Go straight to the point and be clear by writing short and concise sentences.

In a professional email, you can add for example The purpose of this email is... If it's an informal email in English, I just wanted to know if... It's not necessary but it could be good for clarity's sake.

After having explained your goal, you can continue to the main message. Here you explain exactly what you need and what you expect from the other person. Organize your message in a clear way and break it down into paragraphs if the message is too long.

Formal: I have read in Business for Students that you are looking for interns over the summer months. I would be interested in such a position and would like to request an interview at your convenience.

Informal: I remember you said you would be traveling to Florence next week. If you are still going, would you like to meet up?

Conclusion

To finish an email in English, it's important to repeat your goal and to thank your recipient in the conclusion. This is the moment to summarize what you need while also showing your acknowledgement. As with the statement of your goal, this has to be short and direct. Thank your recipient with a Thank you for your time. in a professional email. If you're writing to a friend, you can just conclude with Hope to see you soon.

Formal: I would be very happy to come in for an interview at your convenience.

Informal: It would be great to see you. Hope to travel together again soon!

Final salutations

How do you finish an email in English? Always conclude with a salutation and a signature. To conclude an email in English, add a comma after the final salutation and finish by writing your name.

When writing a professional email, you sign with your full name, followed by other details such as your company, your website, your email and/ or possibly your phone number. If you're a student, you can also include your status and university degree.

Formal:

• Sincerely,
• Kind regards,
• Cordially,

Informal:

• Thanks,
• Best wishes,
• Talk soon,

Followed by your name.

Examples of emails in English

In this part of the article you can find an example of a professional email in English, as well as an example of an informal one, written to someone you met during a trip. You can use these as inspiration to write your own emails.

Formal

Example of a formal email in English:

Good morning,

I hope this message finds you well. My name is (Your Name), I am a business student in my final year of an MBA degree interested in obtaining an internship at your company.

I have read in Business for Students that you are looking for interns over the summer months. I would be interested in such a position and would like to request an interview at your convenience. Please advise your availability and to whom I can send my resume.

I would be very happy to come in for an interview at your convenience. Thank you for your consideration, I look forward to hearing from you.

Regards,
(Your Name)
MBA Student
Florida International University, 2018

Informal

Example of an informal email in English:

Hi there,

How are you? This is (Your Name), we met at the hostel last week in Rome.

I remember you said you would be traveling to Florence next week. If you are still going, would you like to meet up? I have some plans set up, but I am pretty open to other options. I would love to explore a bit and take some day trips, too. We could even visit that museum you mentioned.

It would be great to see you. Hope to travel together again soon!

Best wishes,
(Your Name)

Vocabulary related to emails in English

As an addition to the above mentioned vocabulary, let's add some useful words and expressions related to emails in English:

• attachment or attached document
• inbox or mailbox
• subject line
• e-mail address
• recipient
• sender
• CC or carbon copy, which lets you put a copy for someone
• BCC which means blind carbon copy, which lets you send a message to someone without the other recipients seeing them.
• Draft

A few useful phrases for professional emails:

• I look forward to your email
• I hope this message finds you well
• Thank you for your time
• Do not hesitate to contact me by e-mail or telephone

Conclusion

Now that you know how to write an email in English, there are a few details you need to remember. A common mistake is not reading your text again before sending it. This however is the best way to avoid spelling mistakes or miscommunication.

If you need someone else to read your text, don't hesitate to ask someone you know or someone on the Internet.

Make sure your message is clear and that all of the necessary information is included. The goal you pronounce and the message need to be coherent. Check your main message and if your requests are direct and clear. Finally, consider attaching a file if you have mentioned one in your email.

With all of this information, you are now ready to write good emails in English.

Happy writing!

See also

• Do you need to practice with someone before sending your email in English? See how you can find English-speaking friends with example messages ready to be sent.
• Do you need to practice on your own before talking to someone else in English? Discover our online course Click & Speak which will allow you to master 96 % of the English language.