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Writing an E-mail in English

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David Villar

on 3 June 2015

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Transcript of Writing an E-mail in English

English IN Company
Writing an E-mail in English

Choosing an appropriate style
Writing an E-mail in English

Informal style
Choosing an appropriate style

If you know the name of the person:
Dear Mr Smith, (Mrs Jones, Miss Richards, Ms Shepherd)
Informal style:
Addressing a person:

omitting the subject:

Sorry it’s taken me so long to write. (I’m sorry …)
Hope you’re well. (I hope …)
Using the appropriate vocabulary and grammar

formal grammar and vocabulary:

would (could, might); passive forms
let down – disappoint, look for - search
Friends or close ones:
Finishing an E-mail (sign off)

however, when you start with

Dear Sir (Madam, Sir or Madam) –
You’ll finish it with
Yours faithfully, (Un cordial saludo,)

Sign off

Structuring an E-mail

Hi Kelly
Dear Mrs Price
To Whom It May Concern
Dear Lillian
Dear Sir or Madam


Thank you for contacting ABC company
Thank you for your prompt reply
Thanks for getting back to me

Check your spelling and grammar
Main Body

Thank you for your consideration.
If you have any questions and concerns, don’t hesitate to let me know.
I look forward to hearing from you.
Sorry, but I have to finish now.
Write soon.

Closing Remarks

Sign with your full name. Include your job title, the company name or website in the line after that.
Sign off

Marylin Novak
Property Manager
Novak Skyscraper Construction
(555) 555-555-55

Use paragraphs to keep the E-mail clear and orderly.
Dos in writing an E-mail:
Don’t use symbols like this ":=)"; they may be misunderstood and seem unprofessional.

Don’ts in writing an E-mail:
Dear Ms. Blue,

I was searching online for a company that makes business cards.
I came across your website and am extremely impressed.
However, I do have a few questions. If I were to order only 500 instead of the advertised 1000 business cards, how much would that cost?
Furthermore, I would like my business card to be colored and also include the logo of my company. Are those requests possible, and if so, how much extra will they be? Due to my request for color and a logo I would like to preview the card before receiving all 500. Is that feasible?
I appreciate your assistance and look forward to hearing back from you.


Jessica Higgins
Managing Partner of First Financial Assistance
(555) 555-5555

Examples of the E-mails

Dear Hiring Manager,

My name is Max Oates. I recently graduated in May from Menlo College with a Bachelor of Science in Business Management and a concentration in Marketing.
I was recommended to contact you concerning job opportunities from my advisor Dr. Nancy Drew. I believe that I would be an excellent candidate for a job.
I have taken many courses to prepare me for a job in marketing. These courses include Principles of Marketing, Marketing Research, Strategic Marketing Management, Consumer Behavior, and Internet Marketing. I have also recently interned at Google as an Internet Marketing Researcher. Through my many marketing classes and internship, I have learned to be a strong team member that values time management and communication.
I believe that I can be a valued asset to your company. My phone number and alternative email are listed below. I look forward to hearing from you.


Max Oates

“An Introduction to Formal Emails.” Oxford University Press. 2008. Web. 24 September 2013.
Beare, Kenneth. “How to Write a Business Email.” About.com. Web. 24 September 2013.
“Email Writing.” Oxford University Press. 2009. Web. 24 September 2013.
Hale, Ali. “Email Etiquette.” Daily Writing Tips. Web. 24 September 2013.
“Writing Formal and Informal Emails.” BBC. 2011. Web. 24 September 2013.


Structuring an E-mail
Dos and Don´ts in writing an E-mail
Examples of the E-mails
Formal style
Why is it important?
Dear Mark,
Dear Jane,
Hello/Hi Mike
Formal style:
If you don’t know the name of the person:
 Dear Sir, (
If your E-mail is for the company, not for a particular person:
To whom it may concern
Informal E-mail
informal vocabulary (personal tone):

Hey, long time no see. I’ve got some news for you!

I’ve, I’m, you’re, I’d like
using phrasal verbs:

take up, look for, let down

Formal E-mail
(impersonal tone):

If you would like any further information…
I hope my suggestions will be taken into consideration
no abbreviations:

I have, I am, I would
Informal E-mail
Use any phrase depending on your relationship with a person:
Formal E-mail
when you start an E-mail with

Dear Mr (Mrs, Miss or Ms) –
You’ll finish it with
Yours sincerely, (Atentamente,)
An E-mail (formal or informal) usually has five sections:
Closing remarks
What greetings are formal and informal?
Say “thank you” for the E-mail:
Write the purpose of your E-mail:
I’m writing in reference to …
I’m writing to enquire about …
I’m writing to tell you about …

Make it short and precise
Avoid long and confusing phrases
Be polite
Say “thank you” once again
Add a short comment at the end:
Finish your E-mail appropriately according to the style (formal or informal)
Write a clear subject in the subject line which explains the reason for the message.
Write short and concise sentences.
Write the most important information first.
Use an appropriate grammar and vocabulary according to the style.
Use numbers or bullet points to make the message clearer.
Don’t write "Hello" in the subject line.
Don’t write long, complicated sentences (E-mail readers want short, to-the-point messages).
Don’t give personal information that you don't want shared with others (your message could be sent to others).
Don’t use different font sizes in the message
Don’t use abbreviations or acronyms like "BTW" (by the way) as the reader may not understand them or may be offended due to cultural differences.
Best wishes, Kind regards, Regards, etc.
Love, Kisses, See you soon, etc.
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