Have you been struggling with writing an email in English? Well, you don’t have to worry anymore because we will provide you with some essential tips for writing an email. Considering the widespread importance of emails today, we have combined specific tactics to help you write a clear, strong email in English. Further, some key points for writing the body of a formal email have also been outlined.
To interact with several people in and outside work, emails are beneficial. So to make a good impression of the company you work for as well as on an individual level, you must write an email according to the correct format and follow the rules associated with formal emails.
So without delaying any further, let’s get started!
Tips for Writing an Email in English
Given below are eight tips for writing an email in English. Following these will help you write an email like a pro!
#1: Clear, Concise Subject Line
Before the recipient opens the mail, the subject line is what they will see in their inbox. If you wish for the mail to be opened and paid attention to, your subject line should be clear and concise. By stating the motive of the email in 3-4 words, you will quickly communicate why you have sent an email.
#2: Utilize Separate Personal and Business Email Addresses
Several companies provide their employees with a work email address, but if you do not have one, make another account for business purposes. By sending emails from personal and business accounts separately, you can maintain the level of formality. Furthermore, it will also be easier for you to manage your professional and personal life.
#3: Begin with a Greeting
In the next part of the email, you should first greet and then start with the introduction. The best way to greet is to write “Hi” or “Hello,” followed by the name of the person you’re sending the email to. In case the email is informal, it is best to write “Dear” followed by the name.
However, if you do not know the person’s name, you can start with “Greetings of the day!”. Further, you can also write “Dear” followed by the recipient’s job title, such as Hiring Manager.
#4: Use a Spell Checker Tool
In case your email program does not provide the option of spell checks, use an extension of a spell checker tool like Grammarly. These will not only allow you to correct grammatical mistakes but also aid in correcting spelling mistakes. If you wish to make a positive impact through your email and want it to look professional, then making it error-free should be your priority.
#5: Use Short Sentences
When it comes to your email style, it is important to use short sentences instead of complex, long ones. Also, ensure that you break your email’s body into 2-3 paragraphs. These will help the recipient to understand your mail better and faster. They will also be able to grasp the key points without hassle.
The best choice is for a native English speaker to read your email to look for any mistakes or signs of unprofessionalism. However, it is possible that you might not have anybody to help with the same. In such a case, you must proofread the email by yourself before hitting the send button. You will improve your grammatical and pronunciation skills by reading it aloud. Moreover, you will also be able to find out whenever there’s a gap in the flow.
#7: Recheck the Recipient’s Email Address
One important thing to look for before sending an email is checking the recipient’s email address. It is possible that you misspell the address or the name and your email ends up with another recipient. This means that you will keep waiting for a response from the wrong person while the actual one does not even receive the required information.
Ensure that your emails are set to finish with all the crucial information about you, including your full name, job title, company name and address, and the link to the company’s website. In case you are sending the mail to a senior in the same company, remember to mention your employee ID as well. Additionally, you can mention your contact details as well.
Writing the Body of a Formal Email
Even after reading the tips mentioned above for writing an email in English, if you are still confused as to how to write the body of a formal email, do not worry. Given below are three simple steps to help you write a professional email.
#1: Mention the Reason for the Email
This section should first state why you are writing to the recipient. You can start your sentence by:
- One of my colleagues lately informed me regarding a job vacancy in your firm…
- You stated in our previous meeting that you wish to concentrate on content strategy, so I recommend that…
- As you might already be aware, our department is presently looking for a candidate to…
- I am reaching out to you because…
#2: State the Action Required
A majority of emails in professional settings need some action. It is thus crucial to mention the actions your wish the recipient to take after reading your mail. These can be written as:
- Would you please review the strategy for the meeting and let me know if you have any recommendations?
- Kindly review the attachments of this email prior to our next meeting.
- Let me know when you are available this week for a conference meeting.
- Let me know your opinion on my ideas.
#3: End with a Closing Statement
Prior to finishing your email, write a closing statement to ask the reader to respond. Some of the instances are:
- Don’t hesitate to ask me for more time.
- Please let me know if you have any suggestions or feedback regarding my ideas.
- Let me know if you require any clarification.
- Feel free to reach out in case you have any queries.
The Bottom Line
Writing an email in English can be tricky if you are not exactly sure about what you have to write. But once you are clear about the contents of the email, the process becomes more accessible. All you need to do is write short sentences and maintain the tone, and you’re good to go.