Today, as business and personal communication increasingly take place through email, the ability to write emails correctly in English has become an essential skill. A well-written email can make you stand out, and every detail – from the subject line to the closing phrase – plays a role.
In this article, we will go over the key elements of an effective email and the nuances you should keep in mind.
Subject Line
The subject line is the first thing your recipient sees. Very often, it determines whether the email will be opened or ignored.
A good subject line should be:
- short (5-8 words);
- clear and specific;
- free of unnecessary words.
Examples:
- Project Meeting – June 20
- Application for Marketing Manager
- Invoice for March Services
Greeting
The greeting sets the tone for the entire message.
Formal greetings are used in business correspondence, when writing to unfamiliar people, or in official requests:
- Dear Mr. Smith,
- Dear Dr. Johnson,
- To Whom It May Concern,
Informal greetings are appropriate for friends, close colleagues, or less formal situations:
- Hi John,
- Hello Sarah,
- Hey Mike,
Tip: choose your greeting and overall tone depending on your relationship with the recipient and the purpose of the message.
Body
The main part of the email should be structured and easy to read.
It is recommended to follow three steps:
- Brief introduction — introduce yourself or remind the recipient who you are.
- Main message — explain why you are writing and provide the necessary details.
- Conclusion — specify what you expect from the recipient (reply, confirmation, action).
Example:
I’m writing to confirm our meeting scheduled for June 20 at 10 AM.
Please find attached the updated agenda.
Closing
The closing phrase wraps up the email and leaves the final impression.
Formal options:
- Sincerely,
- Best regards,
- Yours faithfully,
Informal options:
- Best,
- Cheers,
- Take care,
Signature
In business correspondence, a signature is essential. It usually includes:
- full name;
- job title;
- contact details (phone, email, website).
Choosing the Right Tone
- To colleagues — polite but not overly formal.
- To a professor — very respectful, no abbreviations.
- To HR or an employer — formal, with an emphasis on professionalism.
- To friends — casual, warm, and friendly, humor is acceptable.
Why It Matters
A well-written email:
- saves the recipient’s time;
- creates a positive impression;
- increases your chances of getting a reply and succeeding in negotiations.
In Europe and the United States, strong email writing skills are considered an important sign of professionalism. This skill can benefit not only your career but also your everyday communication.
Pre-Send Checklist
- Is there a clear and understandable subject line?
- Does the tone fit the situation?
- Are there no grammar mistakes?
- Are attachments mentioned and included?
- Is a signature with contact details included?
