If you want to write an email in English, whether for personal or professional purposes, this lesson provides everything you need:
- A complete email structure with examples, words, and expressions for each part.
- Two ready-to-use email templates (friendly and professional).
- Technical vocabulary for using email software effectively.
How to structure an email in English
As you might expect, formal emails require a more rigid structure compared to informal messages sent to a friend.
Here’s a format you can use for your emails:
- Greeting
- Introduction and purpose of your message
- Main information or request
- Conclusion
- Closing phrase
Let’s break down each part:
1. Greetings to start your email in English
These phrases will help you begin writing your message and establish contact with your recipient.
Professional Greetings
Use these formal expressions when writing a professional message, such as to a colleague or for a job application.
In general, remember that emails are not as formal as traditional letters or printed correspondence. You can be slightly more relaxed while maintaining politeness and professionalism.
| Expression | Explanation |
|---|---|
| Dear Mr. / Miss / Mrs. Smith | Use this when you know the recipient’s name and their title (Mr. for men, Miss for unmarried women, Mrs. for married women). |
| Dear Sir / Madam | Use this when addressing someone formally but you don’t know their specific name. |
| Dear Sir or Madam | Another formal greeting for when you don’t know the recipient’s name or gender; standard in business correspondence. |
| To whom it may concern | Use this when writing a general letter where the recipient is unknown, such as a reference letter or inquiry. |
💡 Note: In English, Sir is placed before Madam in formal contexts.
You can also replace the greetings above with one of the following alternative greetings, depending on the time of day or level of formality:
| Expression | Explanation | Audio |
|---|---|---|
| Good morning | A polite way to start an email in the morning hours. | |
| Good afternoon | Suitable for emails sent during the afternoon, from noon till about 4 pm. | |
| Good evening | Use this for emails sent later in the day or to acknowledge the evening timeframe, after 4 pm. | |
| Greetings | A neutral and slightly formal opening, suitable for both personal and professional contexts. |
Friendly Greetings
When writing to someone close to you, you can use the greetings listed below, followed by the recipient’s first name. These are more casual and suitable for personal emails.
| Expression | Explanation | Audio |
|---|---|---|
| Dear John | A polite but warm greeting; works for both formal and casual situations depending on tone. | |
| Dearest John / My Dear John | More affectionate; use when writing to someone very close, such as a family member or close friend. | |
| Hello John / Hi John | Friendly and casual; suitable for most informal settings. | |
| Hi there! | Very informal; a general greeting that doesn’t require naming the recipient. |
💡 Note: While greetings like Good morning, Good afternoon, or Good evening are acceptable for friends, they might feel a bit too formal depending on the context.
2. Introduction and Purpose of Your Message
This section allows you to introduce yourself if the recipient does not already know you. Then, follow with a paragraph explaining why you’re writing to them.
Here are some ready-to-use phrases for both formal and informal styles:
Formal Style
| Expression | Explanation | Audio |
|---|---|---|
| I hope this message finds you well | A polite opening phrase meaning; a common and professional way to start. |
Once this hook is made, it is appropriate to say why you are contacting this person. Since it is rare to write to a stranger informally (unless for example, a friend has recommended one of their relatives to you), you will only find polite expressions here:
| Expression | Explanation |
|---|---|
| I am / This is [name] from [company] | Use this to introduce yourself, especially in professional or business contexts. |
| I am writing regarding… / with regard to… / in connection with… | Phrases to politely explain the purpose of your email. |
Informal Style
| Expression | Explanation | Audio |
|---|---|---|
| How are you? | A casual way to ask how someone is doing; suitable for friends or close acquaintances. | |
| How have you been? | Similar to How are you? but emphasizes catching up after some time has passed. |
💡 Note: In formal emails, always stick to polite and professional language, especially if you’re writing to someone unfamiliar. Informal phrases are better reserved for friends or familiar contacts.
3. Main information or request
This section is where you will convey the key message or purpose of your email, whether you’re providing information, asking for something, or responding to a previous message.
Requesting or providing information
Some useful phrases for communicating information:
| Expression | Expression | Audio |
|---|---|---|
| I am writing to let you know that… | Used to announce or share information clearly and formally. | |
| I am happy / delighted to tell you that… | A positive phrase to share good news. Example: I am delighted to tell you that your proposal was approved. | |
| I am writing to you because… | A straightforward way to explain the purpose of your email. | |
| I am sending you this message because… | Similar to the above, but slightly more formal in tone. | |
| I regret to inform you that… | Use this phrase to deliver bad news politely and professionally. |
Replying to a previous message
If you’re responding to an ongoing conversation, for example, a response to a question, you can use these phrases:
| Expression | Explanation | Audio |
|---|---|---|
| I am responding to your e-mail | A formal way to indicate that your message is a reply. | |
| Thank you for your quick/speedy/prompt reply | Polite expressions to acknowledge and appreciate the recipient’s fast response. | |
| Thank you for your consideration regarding… | Use this to express gratitude for the recipient’s attention to a specific subject. |
Contacting someone following a recommendation
If you’re writing on behalf of someone else or following up on a recommendation, use these expressions:
| Expression | Explanation | Audio |
|---|---|---|
| I was referred to you by… | Use this to mention the person who recommended contacting the recipient. | |
| I am writing to you on behalf of… | A polite way to say you’re representing someone else. | |
| Your name / e-mail address was given to me by… | A formal way to mention how you obtained the recipient’s contact information. |
Making a request
Emails are often used to make polite requests. Here are some diplomatic ways to ask for a favor:
| Expression | Explanation | Audio |
|---|---|---|
| Could you please… Would you kindly… Would you be so kind as to… | Polite phrases to ask for something. | |
| I would be grateful if you could… | A formal way to express gratitude in advance for a request. | |
| Could you please tell me more about… | Use this to request additional details on a topic. | |
| There are several points I would like to discuss with you | A professional way to indicate you’d like to address multiple issues. |
Following Up
If your previous message hasn’t received a response, these phrases can help you politely follow up:
| Expression | Explanation | Audio |
|---|---|---|
| I would like to kindly remind you that… | A polite way to nudge someone without sounding pushy. | |
| To this day, I haven’t heard back from you | Indicates that you’re waiting for a response. | |
| I haven’t received any answer from you | A straightforward way to state that you’re still waiting for a reply. | |
| Further to my e-mail of April 28 | Refers to a previous email, adding context. |
Expressing gratitude
Knowing how to thank someone is essential for professional and personal emails:
| Expression | Explanation | Audio |
|---|---|---|
| I would like to thank you for… | A general way to express thanks. | |
| I would like to express my gratitude for… | A more formal and heartfelt way to show appreciation. |
Drawing attention to an attachment
Attachments are common in emails. Use these phrases to highlight them:
| Expression | Explanation | Audio |
|---|---|---|
| Please find attached / enclosed… | Standard phrases to notify the recipient about attached files. | |
| I am forwarding you… | Use when sharing an email or document from another source. | |
| Hereby attached | A formal way to refer to an attachment. |
💡 Friendly tip: Always double-check that your attachment is actually included before hitting send!
4. Conclusion
When wrapping up your email in English, use these phrases to thank the recipient for taking the time to read your email.
| Expression | Explanation | Audio |
|---|---|---|
| Thank you for your time | A polite way to acknowledge the recipient’s effort in reading your email. | |
| Thank you for taking the time to… | A more specific version, used to thank someone for a particular action, like responding or assisting. | |
| Thank you in advance for… | A formal way to express gratitude for something the recipient will do. |
Then to encourage further contact or continuation of the conversation, use the phrases below:
| Expression | Explanation | Audio |
|---|---|---|
| Feel free to contact me | A casual yet polite way to offer help or invite further communication. | |
| Do not hesitate to (re)contact me by e-mail | A formal phrase encouraging follow-up, especially for professional contexts. | |
| Should you need / require any additional assistance | A professional phrase offering further help or clarification. | |
| If you need any further information | Similar to the above, inviting questions or clarifications. | |
| I remain at your disposal for any further information | A formal and polite way to say you are available for more information. |
5. Closing Phrases
Formal Expressions
| Expression | Explanation | Audio |
|---|---|---|
| I look forward to hearing from you. | A common closing phrase expressing anticipation for a reply. | |
| Have a good rest of your day. / I hope you have a good rest of your day. | A polite and friendly way to wish the recipient a good day. | |
| Best regards, / Kind regards, /Best wishes, | Standard professional closings, always followed by a comma and the signature. | |
| Yours faithfully, / Yours sincerely, | Formal closings, Yours faithfully is used when you don’t know the recipient’s name; Yours sincerely is for known contacts. |
Friendly expressions
If you are writing to a friend, here are the most appropriate phrases.
| Expression | Explanation |
|---|---|
| Take care, | Casual and warm, often used with close acquaintances or friends. |
| All the best, / Regards, | Friendly and slightly casual, suitable for personal and semi-professional contexts. |
| Love | Informal and affectionate, used with very close friends or family. |
| See you soon. | Informal, suggesting a future meeting or communication. |
| XOXO | Extremely informal, conveys affection, often used with close friends or family. |
💡 Note: I look forward to hearing from you can be used in casual situations, but may feel overly formal when writing to a close friend. Adjust based on the relationship and tone of the email.
Two email templates in English
Here are two examples of emails written in English: one formal for a professional setting and the other informal for a friendly context.
Professional Email
Dear Mr. Smith,
I hope this message finds you well. This is John Rodgers from ISS Industries.
I am writing to you on behalf of our mutual acquaintance, Mr. Johnson. He spoke highly of your skills, and we are currently looking for a trained software engineer. I would like to offer you a position within our company.
If you are interested, could you please re-contact me by email or phone? I would be delighted to set up an interview with you.
Please find attached all the details about the job. I remain at your disposal should you need any further information.
I look forward to hearing from you.
Best regards,
John Rodgers
Friendly email
Hello Bob,
How have you been?
I’m writing to tell you that I was able to get some tickets for the Yankees game next Tuesday.
I know you’re a big baseball fan, so would you like to join us?
If so, just let me know so I can make the arrangements.
See you soon!
John
Technical vocabulary for using messaging software
These technical terms will be of invaluable help to you when you use email software like Gmail or Outlook.
| Expression | Explanation | Audio |
|---|---|---|
| Sender | The person who is sending the email. | |
| Recipient | The person who is receiving the email. | |
| Send, receive an e-mail | Actions of sending an email or receiving an email. | |
| E-mail address | The unique identifier for an email account, typically in the format: username@domain.com. | |
| E-mail client | The software or application used to access and manage emails, such as Gmail or Outlook. | |
| at (@) | The symbol used in email addresses to separate the username from the domain (e.g., user@example.com). | |
| carbon copy (CC) | A secondary recipient of an email who receives a copy, visible to all other recipients. | |
| blind carbon copy (BCC) | A secondary recipient of an email who receives a copy, but their email address is hidden from others. | |
| Subject, subject line | The brief line that summarizes the content of the email. | |
| Attached file, enclosed file | A file that is included with the email, often in formats like PDF, Word, or Excel. | |
| Draft | An email that has been written but not yet sent. | |
| Inbox | The folder or area where incoming emails are stored before being read. | |
| Spam | Unsolicited or junk emails, often sent for advertising purposes or with malicious intent. |
