How to Write a Clear, Polite Email
Key Vocabulary
| Word / Phrase | Meaning | Example |
|---|---|---|
| A written message that you send on a phone or computer. | She sends about twenty emails every day at work. | |
| subject line | The short title at the top of an email that says what it is about. | Write a clear subject line so the reader knows the topic. |
| greeting | The opening words of a message, such as 'Dear Sam' or 'Hi Sam'. | Choose a formal greeting for a person you do not know. |
| formal | Following polite, official rules; not casual or relaxed. | 'Dear Ms Lee' is more formal than 'Hi Grace'. |
| reply | An answer to a message. | I wrote a short reply to thank her for the information. |
Article
Email is one of the most common ways to write at work and at school. A clear, polite email is an important skill for every adult. The good news is that it is easy to learn a simple plan.
Every email starts with a subject line. This is a short line that tells the reader what your email is about. A good subject line, like 'Question about Monday', helps a busy person open your email.
After the subject line comes the greeting. 'Dear Mr Brown' is formal and safe. 'Hi Sara' is more friendly and works well with people you know. If you do not know the name, you can write 'Hello'.
Now write the main message. Keep it short and clear. Start with one line that says why you are writing. Then add a few short lines with the important information. If you need an answer, ask for a reply.
It is good to be polite. Use words like 'please' and 'thank you'. But you should also be clear about what you need. A good email is polite and clear at the same time.
At the end, write a short sign-off and your name. 'Best regards' or 'Kind regards' are common and safe. This is a nice, professional way to end.
Before you send, read your email again. Check the name, read it once more, and add any file that you talk about. A clean email shows that you care about your work.
Some things are easy to get wrong. Do not write one very long part with no spaces. Do not write in only big letters, because it can look angry. Keep your email short.
Email is not the same everywhere. Some companies are very formal, and others are more friendly. When you are not sure, it is safer to be a little more formal at the start.
Discussion Questions
- How often do you write emails, and who do you write to?
- What do you find difficult about writing emails in English?
- Do you prefer formal or friendly greetings at work? Why?
- What makes an email easy or hard for you to read?
- In your country, are work emails usually formal or relaxed?
References
- British Council LearnEnglish for Work, "Writing emails."
- Cambridge English, "Writing: short messages and emails."