Write e-mails in English

Want to improve your English email writing skills? If so, you've come to the right place because we'll teach you how to write English emails that are both more formal and persuasive. Finally, you'll find a sample email that you can use to put the theoretical justifications into practice, along with a typical structure for an English email.

An English email's structure with formulation aids

To effectively engage the reader and get your point across, you must write an email in clear, well-structured English. The following is the typical format for an English email.

You will find phrases to assist you in writing a better English e-mail for each point of the ideal English e-mail structure. Start writing professional English e-mails in English using these phrases.


The email's purpose is briefly and succinctly stated in the subject line. Every email should contain it; otherwise, it might be considered spam, overlooked, or unimportant by the recipient. An effective English email subject line condenses the message's content into a few words. Here are a few good English subject line examples.

  • Follow-up on our meeting
  • Scheduling a call
  • Invitation to an event
  • Clarification needed
  • Request for a meeting
  • Status of the project
  • Preparation of the weekly meeting
  • Important Product Update

Addressing style

When addressing someone in an email, it's critical to select the appropriate tenor and degree of formality depending on the situation and your relationship with the recipient.

It is preferable to use a more formal salutation in a formal setting, whereas an informal salutation may be more appropriate in a casual or personal one. The degree and length of your relationship with the recipient of your email will also determine whether you use a formal or informal salutation in your English email.

In your English email, use the following words and phrases:

Formelle Anreden:

  • Dear [Name],
  • Dear Sir or Madam,
  • To who it may concern,
  • Greetings [Name],

Formelle Anreden:

  • Hello [Name],
  • Hey [Name],
  • Hi [Name],

E-mail introduction

Brief introduction before moving on to the email's main subject. The remainder of your email should be clear to the reader right away. Use the following phrasing techniques and keep the introduction brief:

  • I hope this E-Mail finds you well.
  • With reference to ...
  • I am writing to inform you about ...
  • In preparation for the upcoming meeting, I would like to inform you about ...
  • Thank you for your email about ...
  • A short while ago I wrote to you about ...

What is in your email's main body?

The goal of the email should be stated succinctly and clearly, along with any requirements, questions, or specifics. Here are some words to use in common professional scenarios:

Presentation of information:

  • I wanted to share with you that...
  • I would like to bring to your attention...
  • I thought you might find the following information useful...

Request confirmation or feedback:

  • Could you please confirm if...?
  • Would you be able to provide your thoughts on...?
  • I would appreciate your feedback on...

Request action:

  • Could you please arrange for...
  • I would be grateful if you could...
  • I kindly request that you...

Transition to another topic:

  • Moving on to the next item on the agenda...
  • Let's switch gears and talk about...
  • Before we conclude, I wanted to bring up...


  • Thank you for your assistance with...
  • I greatly appreciate your support on...
  • Many thanks for taking the time to...

Closure and signature

Your English email should end with a salutation, a final word of goodbye, and your signature below it. This will enable you to write your email's conclusion in English:

Positive closing statements:

  • Thank you for your time and consideration.
  • I appreciate your help with this matter.
  • I look forward to hearing back from you soon.

Formal closing statements:

  • Sincerely
  • Yours truly
  • Best regards

Signature: First and last name, contact details (phone, email), presence in social media channels, company name and other information.

Sample English e-mail

Subject: Request for Meeting to Discuss Project Proposal

Dear Jake,

I hope this email finds you in good health. I'm writing to ask for a meeting so we can talk about a project proposal I think your business would be interested in.

As you are aware, our business has a track record of successfully completing projects, and I am confident that your team would benefit greatly from our knowledge and experience. I'd like the chance to go over this proposal with you in more detail and respond to any queries you might have.

I'd be happy to set up a meeting for you if you're free the following week. If this is feasible, please let me know what days work best for you.

Thank you for considering this proposal, and I look forward to the opportunity to discuss it further.

Best regards,

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