This is one topic which does not need an introduction. There is rarely any professional set-up which functions without emails today. Thus email writing in English is as basic to business as running is to sports, but still, we all struggle in writing effective emails. That’s because it needs skills which have to be developed. Imagine if you had an accurate email writing format!
Here’s a proper email writing format you can follow.
Email Writing Format
1. Subject Lines
Be as specific as possible. One word subjects such as “Hi,” “Question,” or “FYI” are not informative and don’t give the reader an idea of how important your message is. Think about the subject lines on the e-mail messages you receive. Which ones do you think are most effective? Why?
2. Greetings and Sign-offs
Don’t just start with your text, and don’t stop at the end without a polite signature. When in doubt, address someone more formally to avoid offending them. Some common ways to address your reader are:
Add a prefix like ‘Dear’, ‘Hello’ and ‘Hi’ before the name of the person. Example- Dear Professor Smith, Hello Ms McMahon.
- Dear Professor Shastri,
- Hello Miss Pooja,
- Hi, Neha k,
If you don’t know the name of the person you are addressing, or if the email addresses a diverse group, try something generic, yet polite:
- To whom it may concern,
- Dear members of the selection committee
- Hello everyone
Closing of Emails
Your closing is extremely important because it lets the reader know who is contacting them. Always sign off with your name at the end of your email. If you don’t know the reader well, you might also consider including your title and the organisation you belong to. For example-
Senior Research Associate
For your closing, something brief but friendly, or perhaps just your name, will do for most correspondence:
- Thank you,
- Best wishes,
- See you tomorrow,
For a very formal message, such as a job application, use the kind of closing that you might see in a business letter:
- Respectfully yours,
Cc & Bcc in Email Writing Format
Copying individuals on an email is a good way to send your message to the main recipient while also sending someone else a copy at the same time. This can be useful if you want to convey the same exact message to more than one person.
Be aware, however, that when you send a message to more than one address using the Cc: field, both the original recipient and all the recipients of the carbon copies can see all the email addresses in the To: and Cc: fields. Each person who receives the message will be able to see the addresses of everyone else who received it.
Blind copying emails to a group of people can be useful when you don’t want everyone on the list to have each other’s email addresses. The only recipient address that will be visible to all recipients is the one in the To: field.
Tips for the Middle Porting of Email Writing in English
- Think about your message before you write it.
- Reflect on the tone of your message.
- Strive for clarity and brevity in your writing.
- Briefly, state your purpose for writing the email at the very beginning of your message.
- Be sure to provide the reader with a context for your message.
- Use paragraphs to separate thoughts (or consider writing separate emails if you have many unrelated points or questions).
- Finally, state the desired outcome at the end of your message.
- Format your message so that it is easy to read.
Sample Email Writing
Use what you’ve just learned to explain why Student 2’s email to Professor Jones is more effective than the e-mail written by Student 1. How does the tone of the messages differ? What makes Student 2’s email look and sound more appropriate? What are the elements that contribute to its clarity? If you were Professor Jones and you received both emails, how would you respond to each one?
Sample Email Writing from Student 1
i need help on my paper can i come by your office tomorrow
Sample Email Writing from Student 2
Hi Dr Jain,
I am in your ENGL 101 class on Thursdays, and I have a question about the paper that is due next Tuesday. I’m not sure that I understand what is meant by the following sentence in the prompt:
“Write a 10-page paper arguing for or against requiring ENGL 101 for all UNC freshmen and provide adequate support for your point of view.”
I am not sure what you would consider “adequate” support. Would using 3 sources be o.k.? Can I come by your office tomorrow at 2:00 pm to talk to you about my question? Please let me know if that fits your schedule. If not, I could also come by on Friday after 1:00.
Sample Email Writing
Here are two versions of an email from a supervisor, Jane Doe, to a group of her employees. Which version do you think is most effective? Why?
Version 1 of Jane’s E-mail
Subject: materials for Wed. staff meeting
As you know, tomorrow afternoon we’ll be meeting to discuss the status of all of our current projects. Donuts will be provided. Be sure to arrive on time and bring along the materials you have been working on this week—bring enough copies for everyone. Some of this material might include your calendars, reports, and any important emails you have sent. Also, I wanted to remind you that your parking permit requests are due later this week; you should turn those into Ms Jayshree, and if she is not at her desk when you stop by, you can email them to her.
Version 1 of Jane’s E-mail
Hi, everyone— For tomorrow’s 3 p.m. staff meeting in the conference room, please bring 15 copies of the following materials: Your project calendar A one-page report describing your progress so far A list of goals for the next month Copies of any progress report messages you have sent to clients this past month
Read the entire article to understand the email writing format very well and then reply in the comment box regarding which version of the emails do you think is right and why? Best of luck.