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How to Write an Email in English With Examples

by Nilay Ozdemir | Last updated Nov 18, 2024 | Uncategorized

I am Nilay, an experienced English Language Assessment Director at the International English Test, where I have been working full-time since February 2020. I specialize in helping people worldwide validate their English proficiency through comprehensive assessments and certifications.

Before joining the International English Test, I worked as a self-employed English Language Assessment Consultant from January 2015 to December 2019. During this time, I assisted companies and individuals in improving their language skills, helping them achieve their academic and professional goals.

I hold a degree in Engineering and have also studied at Shafston International College in Australia. My educational background has equipped me with the tools to make a meaningful impact in the field of English language learning. Additionally, I enjoy sharing my expertise through articles that explore effective teaching methods and language assessment strategies, contributing to the International English Test and the broader assessment community.

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How to Write an Email (Ultimate Guide + 60 Examples)

Emails are indispensable for work and life. When used well, they strengthen connections, clarify expectations, and get stuff done.

Here’s my guide on writing effective, courteous emails. I’ll walk you through the entire process and provide practical examples so you’ll never be at a loss for words.

Summary of How to Write an Email

To write an email, start by identifying your audience and purpose. Structure your email with a clear greeting, introduction, body, and closing. Whether writing for work, school, or personal use, following a logical structure ensures your message is well-received and prompts the right action.

Table of Contents

Read on for a step-by-step breakdown.

Step 1: Identify Your Purpose

Before typing a single word, know your objective. Is your email informational, persuasive, or to provide updates?

Understanding your goal helps shape your content. If you know your message’s purpose, you can outline your email’s body, ensuring every sentence supports your intent.

Example : “I need to schedule a meeting with a client to discuss their contract renewal.”

• Purpose: Schedule a meeting.
• Body content: Meeting details, proposed time and date, agenda overview.

Step 2: Find the Right Recipient

Double-check your recipient list before sending.

It’s crucial to identify everyone who should receive the message and ensure that sensitive information remains private.

Use the “To,” “CC,” and “BCC” fields correctly to manage visibility and audience.

Example : If you’re confirming a meeting with an external client, send it directly to them. Use “CC” for team members who should know about the meeting, and “BCC” to protect other recipients’ email addresses.

Step 3: Choose an Appropriate Greeting

Greeting styles vary depending on your relationship with the recipient.

If you’re emailing a colleague, “Hi [Name],” is standard. For a client, “Dear [Name],” is more appropriate.

Skip greetings like “Hey” for formal emails.

Example : If addressing your manager, start with “Dear Ms. Smith,” or “Hi Mr. Johnson,” but if it’s a casual update between teammates, “Hey everyone,” works.

Step 4: Craft a Concise Subject Line

Your subject line should reflect the email’s core message.

It’s the first thing recipients see, so clarity is vital. Avoid vague phrases like “Update” or “Information” that don’t communicate urgency or context.

• Clear: “Q4 Marketing Budget Review – Tuesday at 2 PM”
• Vague: “Meeting”

Step 5: Open With Context

Start with a brief context-setting statement, which helps readers understand the email’s purpose quickly.

Reference previous conversations, upcoming deadlines, or specific actions needed to establish relevance.

Example : “I hope you had a great weekend. Following up on our discussion last Friday, here’s a summary of the project deliverables.”

Step 6: Provide Relevant Information in the Body

In the main body, clearly articulate your message. Organize information into logical chunks, using bullet points or numbered lists for easy scanning. Address the reader directly, providing context and detail where necessary.

Example : “Here’s what we need to prepare for the client meeting next week:

• Update sales data
• Finalize the presentation deck
• Schedule a dry run for Friday afternoon.”

Step 7: Use Polite and Clear Language

Courtesy counts in every email. Whether you’re correcting, instructing, or requesting, frame your language politely.

Avoid harsh or ambiguous words that may leave the reader confused or offended.

Example : Instead of “You must provide the report ASAP,” try “Could you please send the report by Friday so we can finalize our review?”

Step 8: Close With a Call to Action

Provide specific instructions or next steps.

Avoid closing ambiguously; leave your reader clear on what needs to happen next and who’s responsible.

Example : “Please review the attached document and share your feedback by Thursday. Let me know if you have any questions.”

Step 9: End With a Professional Sign-Off

Choose a sign-off that matches your email’s tone.

For professional settings, “Best regards,” or “Sincerely,” works well. Casual messages may end with “Best” or “Cheers.”

Example : “Best regards, [Your Name].”

Step 10: Provide Contact Information

Include your contact information or email signature.

This often consists of your name, role, phone number, and company. It ensures the recipient knows how to reach you.

Example : “John Doe | Senior Marketing Manager | 555-123-4567.”

Step 11: Proofread for Errors

Mistakes undermine credibility.

Review your email for grammatical errors and typos before sending. Also, verify that all attachments and links are correctly included.

Example : Confirm that “Smith” is spelled right, and double-check links by clicking on them.

Step 12: Respect Reply Expectations

Set expectations for a response timeline.

If you’re available to reply immediately, let them know. Otherwise, suggest an alternate timeframe.

Example : “I’ll be available online until 4 PM today, so feel free to reply with questions.”

Step 13: Test Any Links or Attachments

Verify that all attachments open correctly and aren’t corrupted.

Click links to confirm they lead to the right website or document.

Example : If sending a proposal as a PDF, open the file to ensure it’s viewable.

Step 14: Consider Accessibility

Accessibility matters. Use alt text for images, ensure a readable font size, and break up long paragraphs.

Avoid jargon or regional idioms that could confuse non-native speakers.

Example : Instead of “Let’s circle back later,” try “Let’s meet again next week.”

Step 15: Schedule or Send the Email

Sometimes timing matters.

Schedule emails for the right time zone or send them during business hours to increase visibility. If your email is ready to go, hit send!

Example : Schedule an email at 9 AM in the recipient’s time zone to make it more visible in their inbox.

Email Examples for Every Possible Situation

Now let’s go over specific examples to show you exactly how to write emails in any situation.

• Meeting Invite : “Subject: Kickoff Meeting – Project Alpha. Dear team, please join the kickoff meeting at 10 AM next Monday. Agenda attached.”
• Feedback Request : “Subject: Feedback on Draft Proposal. Hi Sarah, could you provide feedback on the attached proposal by Friday?”
• Meeting Invite : “Subject: Kickoff Meeting – Project Alpha Dear Team, I hope this message finds you well. We’re excited to begin work on Project Alpha and would like to hold a kickoff meeting next Monday at 10 AM in Conference Room B. During the meeting, we’ll outline our goals, review the project timeline, and delegate responsibilities to ensure everyone is aligned. I’ve attached the agenda, which includes an overview of key deliverables, milestones, and expected outcomes. Please review it before the meeting and come prepared with any questions or suggestions. If you can’t attend, let me know as soon as possible so we can reschedule or arrange for someone to brief you afterward. Looking forward to a productive meeting. Best regards, [Your Name]”
• Feedback Request : “Subject: Feedback on Draft Proposal Hi Sarah,I hope your week is going well. I’ve completed the first draft of the client proposal and would appreciate your feedback before we finalize it. Could you review the attached document and share your thoughts by Friday? Specifically, I’d like your insights on the pricing model and any additional services we might offer.Your input will help us refine the proposal to better address the client’s needs and expectations. Let me know if you have any questions, or if you’d like to discuss any points in detail.Thanks so much for your help!Best, [Your Name]”
• Project Update (Short) : “Subject: Project Alpha – Weekly Update Hi Team, Here’s a brief update on Project Alpha’s progress this week. We completed the preliminary market research and are set to start drafting the strategy next Monday. If you have any questions, feel free to reach out. Best, [Your Name]”
• Leave Request (Medium Length) : “Subject: Leave Request – June 10 to June 14 Dear [Manager’s Name], I’d like to request leave from June 10 to June 14 for a family event. I’ll ensure that all critical tasks are completed or delegated before my leave. If you have any concerns, I’m happy to address them beforehand or provide additional support remotely if needed. Please let me know if this request is approved or if there’s anything else I should prepare. Thank you very much for your understanding. Sincerely, [Your Name]”
• Enhance project management skills through training or workshops.Proactively seek cross-department collaboration opportunities.Improve internal communication by sharing progress reports bi-weekly.
• Professor Inquiry : “Subject: Office Hours Question. Dear Dr. Adams, I have a question regarding this week’s assignment. Could we meet during your office hours?”
• Study Group Invite : “Subject: Study Group for Final Exam. Hey everyone, let’s form a study group to prepare for the final exam.”
• Professor Inquiry : “Subject: Office Hours Question Dear Dr. Adams, I hope you’re doing well. I have a question about this week’s assignment on ‘Comparative Politics.’ I’m struggling with interpreting the data for my analysis and could use your guidance on structuring the report. Could I meet you during your office hours this Thursday to clarify my approach? Please let me know if that time works for you or if there’s a more convenient slot available. Thank you very much for your assistance. Best regards, [Your Name]”
• Study Group Invite : “Subject: Study Group for Final Exam Hey Everyone, I hope you’re all preparing well for the final exam. I thought it might be helpful to form a study group where we can review key topics, clarify our doubts, and quiz each other. This collaborative approach will ensure we’re all confident about the material before exam day. How about meeting in the library this Saturday at 2 PM? I’ll bring some notes and practice questions. If you have any specific topics you’d like to cover, please let me know so we can add them to the agenda. Let’s ace this exam together! Best, [Your Name]”
• Assignment Extension Request (Short) : “Subject: Request for Assignment Extension Dear Professor [Name], I’m writing to request a short extension on the [Assignment Title], due on [Due Date]. I’m dealing with a family emergency and need a few extra days. Could I submit it by [New Deadline]?Thank you for your understanding. Best, [Your Name]”
• Study Abroad Inquiry (Medium Length) : “Subject: Study Abroad Information Request Dear [Study Abroad Office/Advisor’s Name], I hope you’re well. I’m considering applying for the study abroad program next year and would like more information about the application process, deadlines, and any eligibility criteria. I’m particularly interested in the [Location] program because of its strong [Subject/Field] curriculum. Could you provide me with details or point me to where I can find more resources? Additionally, if there are any prerequisites or prior coursework required, I’d like to start preparing in advance. Thank you for your assistance, and I look forward to your response. Best regards, [Your Name]”
• Thesis Review Request (Long) : “Subject: Thesis Review Request Dear Professor [Name], I hope this message finds you well. I’ve completed the first draft of my thesis on [Topic], and I’d greatly appreciate your feedback before I proceed to final revisions. Specifically, I’d value your insight into the clarity of my argument, the strength of my data analysis, and whether my conclusions are sufficiently supported. I’ve attached a PDF copy of the draft for your review. Could you kindly provide any comments by [Desired Date]? If you’d prefer, I’m available to discuss your feedback in person or via a video call at your convenience. I’m grateful for your guidance throughout this process, and I hope to refine my work with your expert perspective. Please let me know if you need any further information. Thank you so much for your time and support. Sincerely, [Your Name]”

Professional Contacts

• Networking : “Subject: Coffee Chat? Hi Mark, I hope you’re well. Would you be available for a coffee chat next week?”
• Job Inquiry : “Subject: Application Status. Dear Ms. Lee, I applied for the Marketing Coordinator role and am checking on the application status.”
• Networking : “Subject: Coffee Chat? Hi Mark, I hope you’re well. I wanted to reach out and see if you have some time next week for a coffee chat. I’d love to catch up and hear your insights on the latest trends in the tech industry. I’m particularly interested in learning more about your work with AI applications. If you’re available, let’s meet up at Café Latte on 5th Avenue, any day that suits you. If you’re busy next week, just let me know, and we’ll schedule another time. Looking forward to connecting! Best regards, [Your Name]”
• Job Inquiry : “Subject: Application Status Dear Ms. Lee, I hope you’re having a great day. I applied for the Marketing Coordinator role at [Company Name] two weeks ago and am checking in on the application status. I’m enthusiastic about this opportunity and believe my experience aligns well with the position’s requirements. If you require any additional information to help with your evaluation, please let me know. I’m happy to provide further details or references if needed. I appreciate your consideration and look forward to hearing back soon. Best regards, [Your Name]”
• Recommendation Request (Short) : “Subject: Recommendation Request Hi [Contact’s Name], I hope you’re doing well. I’m applying for [Position/Program] and would be grateful if you could write me a recommendation. Please let me know if you’re comfortable with this, and I’ll provide further details. Best regards, [Your Name]”
• Referral Request (Medium Length) : “Subject: Referral Request for Marketing Manager Role Dear [Contact’s Name], I hope this message finds you well. I recently saw an opening for a Marketing Manager position at [Company Name] and believe my experience aligns well with the role’s requirements. Would you be open to providing me with a referral or introduction to the hiring manager? I’ve attached my resume for your reference. If you’d like more information or have any questions, I’m happy to chat at your earliest convenience. Thanks for considering this request, and please let me know if I can help you in any way. Best regards, [Your Name]”
• Business Proposal (Long) : “Subject: Partnership Proposal Dear [Contact’s Name], I hope you’re well. I’m [Your Role] at [Your Company], and I’ve been following [Their Company]’s progress in the [Industry/Field]. I believe there’s an exciting opportunity for our companies to collaborate on [Project/Initiative], which could lead to significant benefits for both parties. Our proposal includes a framework for strategic cooperation that leverages each other’s strengths and maximizes our reach in the [Market/Industry]. We anticipate that this partnership could result in [Key Benefits]. I’ve attached a detailed proposal document for your review. I’d love to discuss this further and explore potential next steps. Please let me know if you’d be available for a short call or meeting at your earliest convenience. Best regards, [Your Name]”

Super Personal

• Catch-Up : “Subject: Let’s Catch Up Soon. Hey Alex, it’s been ages! Want to grab lunch sometime?”
• Invitation : “Subject: Birthday Bash! Hi Sara, come join me for my birthday party on Saturday.”
• Catch-Up : “Subject: Let’s Catch Up Soon Hey Alex, It’s been ages! How are you? I’ve missed hanging out, so let’s plan to grab lunch sometime next week. I’d love to hear about what you’ve been up to lately, and I have some exciting news to share too. What about meeting up at our favorite café downtown? Let me know when you’re free, and we can coordinate a time that works for both of us. Looking forward to catching up! Cheers, [Your Name]”
• Invitation : “Subject: Birthday Bash! Hi Sara, I hope you’re doing well. My birthday is coming up, and I’m throwing a party this Saturday. It would mean a lot if you could join us for the celebration! We’ll have food, drinks, music, and plenty of fun. The party starts at 7 PM at my place. Please feel free to bring a friend if you like. Let me know if you can make it so I can plan accordingly. Looking forward to celebrating with you! Best, [Your Name]”
• Sympathy Message (Short) : “Subject: My Condolences Dear [Recipient’s Name], I’m deeply sorry to hear about your loss. Please accept my heartfelt condolences. If there’s anything I can do to support you during this time, don’t hesitate to let me know. Take care, [Your Name]”
• Congratulations Message (Medium Length) : “Subject: Congratulations on Your Promotion Hi [Recipient’s Name], Congratulations on your promotion to [New Position]! This is a well-deserved achievement, and I’m excited to see you excel in this new role. Your dedication, hard work, and innovative thinking have clearly paid off. I know you’ll bring a fresh perspective to the team and continue to inspire your colleagues. If you ever need a sounding board or would like to brainstorm new strategies, I’m always here to chat. Wishing you all the best as you embark on this new journey! Cheers, [Your Name]”
• [Solution 1][Solution 2][Solution 3]

Best Tools to Write Emails

If you want to write the best emails, you’ll need the best tools.

Here are a few you might like:

Here is a video demonstrating my Email Pro tool:

Final Thoughts: How to Write an Email

When you think of emails, remember they’re more than just words in digital format—they’re bridges that connect people.

Each message is a chance to convey your intention and personality, whether you’re seeking help, offering congratulations, or sharing your latest idea.

Treat each email like a conversation with purpose and care, and you’ll build more meaningful, effective connections.

Happy writing!

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