Writing Emails in English: Formal and Informal

We can all agree that emails are one of the most convenient and widely used forms of communication today. They are fast and efficient, but only when done right.

If you need to write formal emails often, it's easy to get overwhelmed, especially for non-native speakers, trying to stay polite, choose an appropriate greeting, and not convey your initial message the wrong way. It’s hard to accomplish this all at the same time.

Of course, you can use email templates available online when you need to write one. However, getting a clear understanding of an appropriate email structure - the one thing that differentiates a business email from a casual one - will allow you to be sure that every future email you'll write will be appropriate and help you impress even native English speakers.

So without further ado, let's learn how to write emails in English. Let's go over every section you should include in your email, along with the markers that will help you make it sound formal - or casual if that's what you’re going for. Read on - and become a pro in email writing.

Stick to Email Structure

Subject Line

Usually, the subject of an email is located immediately below the recipient's email address. When writing an email, you should not ignore this part because the subject is the first part of the information that the recipient will see.

It is crucial to include a subject line in business correspondence because it tells the recipient the main reason for your letter and may also affect whether it will be read or not. Most people, after opening their mailbox, quickly scan the subject lines to prioritize emails - or delete the ones they find unnecessary.

A well-composed subject line should be short but specific enough to reflect the main idea of the following conversation. Most preferably, it should contain a keyword that will help the recipient to remember the subject and then easily find it among other business emails when needed.

Here are a few examples of how a subject line should look in a formal letter, particularly regarding the dates:

In an informal email, for example, in a casual letter to a close friend, you should also specify the text's main idea but you can do so less formally.

Salutation

Salutation is the first line of a formal email that addresses the person you're writing to and serves as a greeting. The salutation you will use will vary depending on how well you know the person you're addressing. In business correspondence, it is preferable to use:

Specifying a formal email might require more effort, but it can increase your chances to stand out from the crowd, which is especially important when sending out your resume.

When it comes to punctuating the salutation in business letters or professional emails, there may be a comma or colon after the request, with the colon mainly being used in strictly formal emails. This way, both of the following examples are acceptable:

In informal email messages, the greeting can be of your personal preference.

Opening Line

The opening of a business letter requires you to introduce yourself if you're writing to someone for the first time. It is best to start with your full name, job position and briefly describe your query or refer to a shared experience you want to discuss further in the email.

Here are a few examples you can use in business emails:

However, if you're replying to a received email, you can skip the salutation and instead express your thanks for the message. There are several ways to do so, for example:

For informal correspondence, you can use something more casual, for example:

Body

In a formal email, the first paragraph should be as concise and informative as possible. It's the email's body (the following paragraphs) where you should explain the information you have already provided. As a rule, a business letter should be brief and to the point without unnecessary details.

Keep in mind that you should highlight each semantic part of the email with a new paragraph.

On the other hand, you can write the main part of the informal email however you please. The only thing you need to consider is how close you are to the recipient. If you do not have a close relationship, it’s best not to go into details.

Attachment

Attachments are an important element of an email, especially a formal one. If you attach a document or anything else, it is necessary to inform about it in the email itself; otherwise, the recipient may not notice it altogether.

Here are a few examples you can use in business correspondence:

Closing

An email should also contain a closing line to set your expectations regarding the recipient's reply or further actions.

In a formal email, you can use the different types of the formal expressions:

You can also perceive the closing as an opportunity to reiterate any requests you’ve made in your email's body. This way, you can adjust it and specify the details you've already mentioned. For example, "I look forward to hearing your thoughts / further information on the project at Wednesday's meeting."

Signature

In a signature section of a professional email, you need to identify yourself by full name (first name + last name), title, and additional means of communication the other person can use to contact you.

One of the most common but safe ways to write an email signature is to use the word "Sincerely." However, you can also sign off using one of the following alternatives in business letters:

For casual letters:

Follow Further Recommendations

To Sum Up

We've specified the basic rules for writing both formal and informal emails in English in this blog post. Hopefully, this information will be helpful to you in informal communication and business correspondence.

If you strive to improve your grammar and writing skills, you can find various educational materials on our Langster app. This way, you will learn how to structure sentences and get familiar with proper phrasing faster. And, most importantly, learning English will always be fun.