How to write emails in English

Published on: August 17, 2021

Writing compelling emails in any language is a skill. We’ve highlight a few of the more valuable words and expressions for writing emails in English. We’ll start with a vocabulary exercise, then study a few common terms for describing emails and email features, e.g. attachment, read receipt, disclaimer, etc., and various words and expressions written in a formal or informal style.

Email vocabulary

1. spam – unwanted emails, usually advertisements
2. an attachment – a file, e.g. a document, photo or computer programme, which is joined to an email
3. a read receipt – confirmation that you have read something
4. an emoticon – a combination of symbols, e.g. ⌣¨ used in an email to express a particular emotion
5. a disclaimer – a formal statement saying that you are not legally responsible for something
6. a message thread – the history of correspondence
7. flame mail – an angry email

Rules for writing effective emails

• Be concise and to the point. Avoid long emails that are discouraging to read.
• Try to reply to your customers’ emails within 24 hours.
• Do not write in CAPITALS – it seems like you are shouting and you might get a flame mail in response.
• Leave the message thread in your email to save the recipient time and frustration looking for earlier messages.
• Add disclaimers to your emails to protect you and your company from liability.
• Proof-read your email before you send it.
• Only copy in other people if they know why they are receiving a copy of the message.
• Do not overuse abbreviations and emoticons – the recipient might not know what they mean.
• Do not request read receipts – this will annoy your recipient.
• Do not reply to spam – this will generate even more spam.

Email language – Formal vs. Informal

FORMAL – Common phrases	INFORMAL – Common phrases
I am writing to inform you that …	Just to let you know that …
I am delighted to inform you that …	Good news:
Please find attached …	I’ve attached … /I’m attaching …/Here is the …
I would like to remind you to	Don’t forget to …
Would you please …?	Can you …?
I look forward to seeing you on …	See you on …
Dear John	Hi John
How are you?	How are things?
Following our telephone conversation on …,	Just to follow up from our chat on …,

Email example Subject: New office Hi John, Hope you’re settling in your new office. Just to let you know that the laptop we ordered for you is on its way. I’m going to be away for a few days, so get in touch with Mike if you need anything else. I had a look at your ideas for the new project and they seem pretty interesting. We’ll talk about them when I get back. See you on Monday. Regards, David

Phrasal verbs vs. formal language

Phrasal verbs are often used in informal emails as well as spoken English.

1. renovate -It looks like we really need to do up the office.
2. is taking leave -Shelley is off at the end of the month.
3. support -Don’t worry. I’ll back you up during the meeting.
4. was formally approved -Good news. It looks like our application finally went through.
5. go bankrupt -If sales keep dropping, we are very likely to go under.