How to write an email in English?

Type A mail in english it requires knowing a precise structure and format, as well as respecting certain formulas and expressions. For example: Warm regards(kind regards),Please find attached…(Attached).

• See also: How to give instructions in English

Keys to write an email in English

An email in English must:

• be concise. It should be written in a simple and short way, and go straight to the point. Emails have a clear purpose. You must be courteous and friendly but without rambling.
• be clear. Written language requires greater clarity and precision to avoid doubts and confusion in the recipient.
• respect a style. Emails can be informal, neutral, or formal in style. Who is it for? This question helps to establish the style, which must be respected throughout the email in a consistent manner. For example: Hey there,(familiar); Hi Peter(informal or neutral); Dear Mr Andrews(formal).
• Respect a structure. After an initial greeting, you should go directly to the reason for the email, to then develop the subject in question before saying goodbye.

Structure of an email in English

An email in English generally consists of five parts. These parts are short and to the point, and except for the body of the email (which can have more than one paragraph), the rest of the parts usually have only one line.

1. Greeting. It is where the recipient is greeted. For example: Hi Amy, Greetings Ted.
2. Introduction. It is where the reason for the email is indicated. It usually has a single line. For example: I'm writing about the next meeting…
3. Body. It is where the theme develops. It can be from one line to several paragraphs, depending on the complexity of the topic. For example:Regarding the problems with the project, we've found out that…
4. Conclusion. It is where the expectation of a future contact is expressed, thanks are given in advance or a favor is requested from the recipient. It consists of one or maximum two lines. For example:I'll be looking forward to your reply.
5. Farewell. It is the closing of the mail, the final greeting, which is followed by the name of the person writing. For example: Best wishes, Paul.

Attention: Each paragraph of the email is separated by a blank line.

Example of an email in English

Hello Lucy,
I'm writing about the lecture tomorrow.
We've learned that some of the guests have not been notified.
What should we do? Could you help us with this? Thanks in advance.
Regards,
Travis

Hi Lucy,

I am writing to you about tomorrow's conference.
We learn that some guests have not been notified.
What should we do? Could you help us with this? Thanks in advance.

Greetings,
Travis

Phrases to write an email in English

There are established phrases and formulas that must be followed and respected in each section to write an email in English. The style of the email is given by the recipient (the person to whom the email is addressed) and the context.

Phrases to greet at the beginning of the email

An email should always start with the greeting, which depends on the style of the email (formal or informal):

• Hi there, (informal)
• Hi John, / Greetings John,(informal / neutral)
• Hi everyone / Hi All,(informal – aimed at a group)
• Dear All, (neutral – aimed at a group)
• Dear Ms Mirren, (formal)
• Dear Sirs, / Dear Sir or Madam, (very formal – when you don't know who the recipient is)
• To whom it may concern,(extremely formal – when you don't know who the recipient is)

Careful: Unlike Spanish, in English it is always used eat (,) and not two points (:) after the initial greeting.

Phrases to indicate the reason for the email

After the initial greeting, you usually go directly to the reason for the email. If the email initiates communication with the recipient, the expressions can be used:

• Just a quick note to say…/ Just one line to say… (informal)
• I'm reaching out because… / I contact you because… (informal)
• I'm contacting you about… / I contact you about… (neutral)
• I'm writing to follow up on…/ I am writing to follow up on… (neutral)
• I am writing to inform you that…/ I am writing to inform you that… (formal)
• May I take a moment of your time to…/ May I take a moment of your attention… (very formal)

If the email is in response to a received email, the expressions can be used:

• Thanks for your quick reply./ Thanks for your quick response. (informal)
• Regarding / Concerning your last email…/ Talking about… (neutral)
• With regard to / With reference to the lecture,… / With reference to… (formal)
• I am writing to you with regard to / in connection with…/ I am writing with reference to… (very formal)

Attention: If the email is formal, no contractions are used. For example: I am writing… (And not: I'm writing...)

Phrases to refer to attachments

When files are attached to email, the expressions can be used:

• I'm attaching… / Attached… (informal – neutral)
• Here's the document you asked for./ Here is the document you requested. (informal)
• Hope this helps./ I hope this helps. (informal)
• I'm sending you the form as a pdf file./ I am sending you the form in a pdf file. (neutral)
• You'll find the attachment below…/ Attached you'll find… (neutral)
• Please find the file attached… / Attached… (formal)
• I've attached the contract for your review. / I have attached the contract for your review. (formal)

to take into account: It is usual to include initials and acronyms in emails in English. For example: FYI(for your information) / For your information; ASAP(as soon as possible) / As soon as possible.

Phrases to end the email

The final part of the email can include phrases to thank or refer to a future email or meeting. For example:

• I'll be waiting for your answer…/ I will be waiting for your answer… (informal – neutral)
• Looking forward to hearing from you soon./ I look forward to your response soon… (informal)
• I look forward to hearing from you…/ Waiting for your answer… (formal)
• Please let me know if this works ok with you./ Please tell me if this looks good on you. (informal – neutral)
• Thanks for your help. / Thanks for your help. (informal)
• Let me know if you need any help./ Let me know if you need help. (informal – neutral)
• I'll be glad to be of any help at all./ I will be happy to help you in any way possible. (neutral)
• Please do not hesitate to contact us should you have any questions./ Please do not hesitate to contact us in case you have any questions. (formal)

Phrases to say goodbye

Some farewell prayers are:

• Best, / Greetings, (informal – neutral)
• Regards, / Greetings, (informal – neutral)
• cheers,/ Greetings, (UK informal – neutral)
• Best wishes,/ Greetings, / Best wishes, (neutral)
• Best regards, –Kind regards,/ Kind regards (neutral)
• Kind regards, / Kind regards (neutral)
• XOXO/ Hugs and kisses (familiar)
• Yours sincerely, / Greetings, Best regards, Yours sincerely (formal)

Attention: The final greeting expressions are followed by a comma (,) and the next line ends with the name of the person sending the email. If it is formal, the last name must also be included.

More phrases to write an email

There are phrases for each specific purpose, which express from requirements and offers to apologies.

Phrases to refer to a previous email

• I just got your request for… / I just received your order for… (informal)
• Thanks for getting back to me so quickly./ Thank you for answering me so quickly. (informal)
• Thank you for your last email./ Thank you for your last mail. (neutral)
• As discussed,… / According to what was discussed, (formal)

Phrases to ask for favors

• Could you send me information about…? / Could you send me information about… ? (neutral)
• Could you please sign the attached contract and send it back to us by December 21st? / Can you please sign the attached contract and resubmit it by December 21? (neutral – formal)
• I'd really appreciate some help with…/ I would really appreciate help with... (informal – neutral)
• It would be very helpful if you could send us…/ It would be very helpful if you could send us… (neutral – formal)
• I would be grateful if you could possibly… / I would be grateful if you could… (formal)

• It can help you: Sentences with "could”

Phrases to thank

• Thanks for the heads up. / Thanks for the warning. (informal)
• Thanks for letting me know / keeping me posted./ Thanks for letting me know / for keeping me informed. (informal)
• Thanks for keeping me in the loop. / Thanks for keeping me posted. (informal)
• Thanks for sharing. / Thanks for sharing. (informal)
• Thank you very much for all your help./ Thank you very much for all your help. (formal)

Phrases to make a complaint

• Unfortunately, the service was not what I expected. / Unfortunately, the service was not what I expected. (neutral – formal)
• I am writing to complain about…/ I write to complain about… (formal)
• I am writing to complain in the strongest possible terms about…/ I am writing to express my strongest complaint about… (very formal)

Phrases to apologize

• Sorry for my late reply. / Sorry for late response. (informal)
• I'm sorry it took me so long to get back to you./ Sorry for taking so long to answer you. (informal)
• We are very sorry about the poor service you received from our team./ We are very sorry for the poor service you received from our team. (neutral – formal)
• We would like to apologize for… / We would like to apologize for… (formal)
• Please accept our apologies for any inconvenience caused. / Please accept our apologies for any trouble caused. (formal)

Phrases to give bad news

• I'm sorry but we can't…/ I'm sorry, but we can't… (informal – neutral)
• I'm sorry but it's out of my hands./ Sorry, but it's not up to me. (informal)
• Unfortunately,… / Unfortunately, … (neutral)
• We are sorry to announce…/ We regret to announce… (neutral – formal)
• Unfortunately, we are unable to…/ Unfortunately, it is impossible for us… (formal)
• We regret to inform you that… / We regret to inform you that… (formal)

Phrases to offer help or information

• Any problem, just drop me a line. / Any problem, write me. (informal)
• I hope you find this helpful / useful. / I hope this is useful. (informal – neutral)
• If I can be of any further assistance, please let me know./ If I can assist you with anything else, please let me know. (neutral)
• For further details… / For more details… (neutral – formal)
• Please feel free to contact us…/ Please do not hesitate to contact us… (neutral)
• Please do not hesitate to contact us should you need any further assistance. / Please do not hesitate to contact us if you need assistance. (formal)

Phrases to schedule a meeting

• Can you make it tomorrow at 10 a.m.?/ Can you tomorrow at 10 am? (informal)
• Would tomorrow at 10 suit you? / Tomorrow at 10 a.m.? would it suit you? (neutral)
• That's ok with me. / I look good. (informal)
• I'm sorry but I can't make it then./ Sorry but I can't at that time. (neutral)

Phrases to ask for an opinion or approval

• What are your thoughts on this?/ What do you think about this? (informal – neutral)
• What's your read on this?/ What is your reading of this? (neutral)
• What do you think?/ What do you think? (neutral)
• Please let me know if this is ok with you./ Please let me know if that's okay with you. (informal – neutral)

Examples of informal emails in English

Dear Mr Smith,

I am writing to inform you that your request has been confirmed.

We would be grateful if you could visit us at our office to sign the contract.

I look forward to hearing from you.

Sincerely,
max robins

Dear Mr. Smith:

I am writing to inform you that your application has been confirmed.

We would appreciate it if you could visit us in an office to sign the contract.

Awaiting your response, best regards,

max robins

Dear Sirs,

I am writing to apply for the position of editor at your newspaper.

I have extensive experience in writing and editing news articles, as my résumé can attest. I have been working for The NYT for five years, and I would like to take on new responsibilities and challenges.

I would be willing to attend an interview at any time that would be convenient for you.

Thank you very much in advance.

Yours sincerely,

robert williams

Dear Sirs:

I am writing to apply for the position of editor in your newspaper.

I have vast experience writing and editing newspaper articles, as my CV can attest. I have worked for the NYT for five years and would like to accept new responsibilities and challenges.

I would be happy to accept an interview at a time that is convenient for you.

I thank you very much in advance.

Kind regards,

robert williams

To whom it may concern,

I am writing to complain in the strongest possible terms about the poor service that we received while traveling on a tour we bought at your agency.

My friend and I bought a luxury package only to discover on arrival that the hotel and service was far from what one should call “luxurious”. The facilities were old and obsolete and the food was terrible and disgusting. Finally, the staff was most unhelpful, rude and disrespectful.

We would like compensation for the terrible trip we had or a whole reimbursement of our money.

I look forward to hearing from you,

Martha Rose

To whom it may concern:

I am writing to express my deepest displeasure about the poor service we received during a trip that we bought at your agency.

My friend and I had purchased a luxury tour package, but discovered upon arrival that both the hotel and the service were far from what one would call "luxury". The facilities were old and outdated and the food was bad and disgusting. Finally, the staff was very unhelpful, rude and disrespectful.

We demand compensation for the terrible trip we had or a full refund of our money.

Awaiting your response,

Martha Rose

Follow with:

• Technical English
• narrations in english
• Sentences with "would”
• Modal verbs in English (and their meaning)

Interactive test to practice