Post by moon125 on Nov 4, 2024 2:32:21 GMT -8
Writing an email in English in 2024 has become more than a skill – it’s a necessity in the professional world!
But how do you ensure that your structure and message are clear and effective?
Below, we reveal the best practices and expressions to help you stand out when writing an email in English.
So let’s start with our guide to professional emails, which will definitely be useful for all levels of English !
What is a professional email in English?
A professional email in English is a form of formal communication used in the workplace to deal with corporate matters. How to shopify website design structure an email in English? An email in English follows a specific structure, consisting of: email structure in english
Formal expressions of greeting and farewell;
Common phrases to introduce a topic;
Ways to request some type of return from the recipient;
Ways to indicate an attached document;
Expressions to end an email in English;
The structure of a professional email not only conveys professionalism, but also ensures that the message is understood correctly.
Therefore, you must pay more attention than ever to avoid making frequent mistakes when writing in English.
But don’t worry! In this article, we’ll show you in detail how to write each of the basic parts of a professional email in English!
How to write an email in English: step-by-step
1. Greetings for emails in English: how to start the email?
The greeting of your English email is crucial to setting the tone of your message. Here are some options:
Mr. / Ms. (last name),
(first name + last name),
Dear (name),
To whom it may concern, (when it is not known who will be responsible for responding to the email,
Dear Sir, / Dear Madam,
Dear colleagues, (multiple recipients – company colleagues)
Dears, (multiple recipients)
Dear Mr. (last name),
Dear all, (multiple recipients)
2. Entering the email subject
This will be the first line your recipient reads in your email after the salutation. Therefore, this field should clearly state the purpose of your email. Here are some suggestions:
I am writing this email to…
“I am writing this email to…”
This is in regards to…
“This email is in relation to…”
Please note that…
“Please note that…”
I am writing to inform you that…
“I am writing this email to inform you that…”
As we discussed… (if it is a continuation of a topic already discussed)
“As we discussed…”
As requested… (if this is a return email for a request)
"As requested…"
Following your recent email… (if this is a continuation of an email exchange already in progress)
“Following up on your last email…”
Further to your last email… (if this is a continuation of an email exchange already in progress)
“In addition to your last email…”
2.1 Examples of common topics to be introduced
Depending on the purpose of your email, the first complete sentence to be written could be:
I am writing this email to (…)
inform you that… / inform you that…
request further details about …
apply for the job / internship …
let you know that… / inform you that…
clarify that… / clarify that…
confirm that… / confirm that…
follow up on the… / follow up on…
update you about…
thank you for…
congratulate you for …
3. Writing the body of the email in English
emails in english
Consider the following common expressions for writing the rest of the email body in English:
3.1. To confirm something:
I think the same about…
“I think the same about…”
I completely agree with…
“I completely agree with…”
To make sure we are on the same page…
“To make sure we’re on the same page, …”
3.2 To disagree with something:
I'm afraid that…
“I’m afraid…”
I understand your point, but at the moment,…
“I see your point, but at this point…”
Actually, I don't believe that it will be possible to…
“I don’t think it will be possible…”
Unfortunately, we will have to…
“Unfortunately, we will have to…”
I'm sorry to let you know that…
“I regret to inform you that…”
3.3 To explain, suggest or comment on something:
An alternative solution might be…
“An alternative solution could be…”
Instead, I think we should…
“Instead, I think we should…”
I believe it would be better to…
“I believe it would be better…”
My suggestion would be to…
“My suggestion would be…”
I propose that we…
“I propose that we…”
4. Requesting a reply in English email
If you expect a response from the recipient, it is important to make that clear. Here are some ways to do this in English:
I look forward to your reply
“I look forward to your response”
I look forward to hearing from you soon
“I look forward to your soon return”
Please confirm upon receipt
“Please confirm receipt”
Kindly confirm upon receipt
“Please confirm receipt”
Hope to hear from you soon
“I await your prompt return”
5. Attachment in English: How to indicate an attachment in an email?
To let your recipient know that your English email has an attachment, you can say:
Please find attached…
“Please see the attachment…”
Kindly find attached…
“Please see the attachment…”
Please refer to the attachment…
“Please see the attachment…”
Please find below…
“Find below…”
I am hereby attaching…
“I am attaching this email…”
I am sending you the (…) as an attachment.
“I am sending you the (…) as an attachment.”
6. How to end an email in English: formal phrases
Once the main subject of your email is written, you can use some of these phrases as a conclusion:
6.1. Thanking or greeting in an email in English:
Thank you for your attention.
“Thank you for your attention”
Thank you for your consideration.
“Thank you for your consideration”
6.2 Thank you for specific help or service in English:
Thank you for your assistance.
“Thank you for your help”
Your help is highly appreciated.
“I really appreciate your help”
6.3 Make yourself available in English in a formal email
If you need any further information, feel free to contact me.
“If you need any further information, please feel free to contact me.”
Let me know if…
“Let me know if…”
Please contact me if you need further assistance.
“Please contact me if you require further assistance.”
Please let me know if anything else is needed.
“Please let me know if you need anything else.”
If you have any concerns, don't hesitate to contact me.
“If you have any questions, please don’t hesitate to contact me.”
I remain at your disposal for any further questions you may have.
“I remain at your disposal for any other questions you may have.”
I am free to book a meeting with you if needed.
“I am free to schedule a meeting if necessary.”
(Preparing for a meeting in English ? Check out our tips!)
7. How to say goodbye in a formal email in English
To end an email in English, as the last line before your signature, you can use some of these formal farewell forms:
Kind regards ,
Best regards ,
Best wishes ,
Sincerely ,
All the best ,
Respectfully ,
Yours faithfully / Yours sincerely / Yours truly / Yours cordially, / Sincerely,
Email Examples and Templates in English
To help you further, check out these ready-made English email examples.
But how do you ensure that your structure and message are clear and effective?
Below, we reveal the best practices and expressions to help you stand out when writing an email in English.
So let’s start with our guide to professional emails, which will definitely be useful for all levels of English !
What is a professional email in English?
A professional email in English is a form of formal communication used in the workplace to deal with corporate matters. How to shopify website design structure an email in English? An email in English follows a specific structure, consisting of: email structure in english
Formal expressions of greeting and farewell;
Common phrases to introduce a topic;
Ways to request some type of return from the recipient;
Ways to indicate an attached document;
Expressions to end an email in English;
The structure of a professional email not only conveys professionalism, but also ensures that the message is understood correctly.
Therefore, you must pay more attention than ever to avoid making frequent mistakes when writing in English.
But don’t worry! In this article, we’ll show you in detail how to write each of the basic parts of a professional email in English!
How to write an email in English: step-by-step
1. Greetings for emails in English: how to start the email?
The greeting of your English email is crucial to setting the tone of your message. Here are some options:
Mr. / Ms. (last name),
(first name + last name),
Dear (name),
To whom it may concern, (when it is not known who will be responsible for responding to the email,
Dear Sir, / Dear Madam,
Dear colleagues, (multiple recipients – company colleagues)
Dears, (multiple recipients)
Dear Mr. (last name),
Dear all, (multiple recipients)
2. Entering the email subject
This will be the first line your recipient reads in your email after the salutation. Therefore, this field should clearly state the purpose of your email. Here are some suggestions:
I am writing this email to…
“I am writing this email to…”
This is in regards to…
“This email is in relation to…”
Please note that…
“Please note that…”
I am writing to inform you that…
“I am writing this email to inform you that…”
As we discussed… (if it is a continuation of a topic already discussed)
“As we discussed…”
As requested… (if this is a return email for a request)
"As requested…"
Following your recent email… (if this is a continuation of an email exchange already in progress)
“Following up on your last email…”
Further to your last email… (if this is a continuation of an email exchange already in progress)
“In addition to your last email…”
2.1 Examples of common topics to be introduced
Depending on the purpose of your email, the first complete sentence to be written could be:
I am writing this email to (…)
inform you that… / inform you that…
request further details about …
apply for the job / internship …
let you know that… / inform you that…
clarify that… / clarify that…
confirm that… / confirm that…
follow up on the… / follow up on…
update you about…
thank you for…
congratulate you for …
3. Writing the body of the email in English
emails in english
Consider the following common expressions for writing the rest of the email body in English:
3.1. To confirm something:
I think the same about…
“I think the same about…”
I completely agree with…
“I completely agree with…”
To make sure we are on the same page…
“To make sure we’re on the same page, …”
3.2 To disagree with something:
I'm afraid that…
“I’m afraid…”
I understand your point, but at the moment,…
“I see your point, but at this point…”
Actually, I don't believe that it will be possible to…
“I don’t think it will be possible…”
Unfortunately, we will have to…
“Unfortunately, we will have to…”
I'm sorry to let you know that…
“I regret to inform you that…”
3.3 To explain, suggest or comment on something:
An alternative solution might be…
“An alternative solution could be…”
Instead, I think we should…
“Instead, I think we should…”
I believe it would be better to…
“I believe it would be better…”
My suggestion would be to…
“My suggestion would be…”
I propose that we…
“I propose that we…”
4. Requesting a reply in English email
If you expect a response from the recipient, it is important to make that clear. Here are some ways to do this in English:
I look forward to your reply
“I look forward to your response”
I look forward to hearing from you soon
“I look forward to your soon return”
Please confirm upon receipt
“Please confirm receipt”
Kindly confirm upon receipt
“Please confirm receipt”
Hope to hear from you soon
“I await your prompt return”
5. Attachment in English: How to indicate an attachment in an email?
To let your recipient know that your English email has an attachment, you can say:
Please find attached…
“Please see the attachment…”
Kindly find attached…
“Please see the attachment…”
Please refer to the attachment…
“Please see the attachment…”
Please find below…
“Find below…”
I am hereby attaching…
“I am attaching this email…”
I am sending you the (…) as an attachment.
“I am sending you the (…) as an attachment.”
6. How to end an email in English: formal phrases
Once the main subject of your email is written, you can use some of these phrases as a conclusion:
6.1. Thanking or greeting in an email in English:
Thank you for your attention.
“Thank you for your attention”
Thank you for your consideration.
“Thank you for your consideration”
6.2 Thank you for specific help or service in English:
Thank you for your assistance.
“Thank you for your help”
Your help is highly appreciated.
“I really appreciate your help”
6.3 Make yourself available in English in a formal email
If you need any further information, feel free to contact me.
“If you need any further information, please feel free to contact me.”
Let me know if…
“Let me know if…”
Please contact me if you need further assistance.
“Please contact me if you require further assistance.”
Please let me know if anything else is needed.
“Please let me know if you need anything else.”
If you have any concerns, don't hesitate to contact me.
“If you have any questions, please don’t hesitate to contact me.”
I remain at your disposal for any further questions you may have.
“I remain at your disposal for any other questions you may have.”
I am free to book a meeting with you if needed.
“I am free to schedule a meeting if necessary.”
(Preparing for a meeting in English ? Check out our tips!)
7. How to say goodbye in a formal email in English
To end an email in English, as the last line before your signature, you can use some of these formal farewell forms:
Kind regards ,
Best regards ,
Best wishes ,
Sincerely ,
All the best ,
Respectfully ,
Yours faithfully / Yours sincerely / Yours truly / Yours cordially, / Sincerely,
Email Examples and Templates in English
To help you further, check out these ready-made English email examples.