6 things to consider when writing English emails

Steffanie Zazulak
A overhead shot of a person sat on a chair with a laptop to their left is icons of envelopes

Every day, an astonishing number of emails are sent and received worldwide. While a considerable amount of these are informal messages between friends, the majority are for business purposes. Whether you’re emailing someone you work with, applying for a new job or making new connections, here are some general rules to follow when writing English emails…

1. Know your tone

Always consider who you are writing to and adapt your language accordingly. Emails are less formal than letters, so it’s fine to start your email with “Hi” or “Good morning” – but it may be better to write “Dear…” if you are emailing someone for the first time or if they are senior to you. Similarly, ending emails with “Best/kind regards” rather than “Yours sincerely/faithfully” works well, with the latter being more appropriate for a formal email. Whatever the relationship, though, don’t feel tempted to use laid-back, colloquial expressions like “Hey, you guys”, “Yo!”, or “Hi folks”.

2. It’s all about the titles

It’s increasingly common to use first names in international business communications, so don’t be afraid to do so. Another title to consider is your email subject header: a short, clear text is important as busy people often decide whether to even open an email depending on the subject header. Examples of a good subject header include “Meeting date changed”, “Quick question about your presentation”, or “Suggestions for the proposal”.

3. Use a professional email address

If you work for a company you’ll be using your company email address. But if you’re using a personal email account because you’re self-employed or looking for a new job, you should be careful when choosing that address.

You should always have an email address that includes your name so that the recipient knows exactly who is sending the email. Email addresses that you created while you were in school or college (IloveJohn@… or “Beerlover@…) are not appropriate for the workplace!

4. Limit the small talk

Small talk can help to build relationships but it doesn’t need to be overly personal. A simple “I hope you are well” or “How are things?” will usually suffice. Also, be cautious with humor as it can easily get lost in translation without the correct tone or facial expressions that accompany face-to-face meetings. It’s safer to leave out humor from emails unless you know the recipient well.

5. Keep it simple

Emails are intended to be written, read and understood quickly, so only include the important details – and avoid saturating your message with unnecessary information.

6. Proofread every message

Always check your emails before pressing Send. Read and re-read your email a few times, preferably aloud, to ensure there are no spelling or grammatical mistakes. And never just rely on the auto spell-check; spell-checking software doesn't always understand the context of your writing and can throw you off with incorrect suggestions.

Happy emailing.

Read our blog post on business writing tips

More blogs from ɫèAV

  • A teacher showing her students a globe, with her students looking at the globe, one with a magnifying glass in hand.

    What’s it like to teach English in Turkey?

    By Steffanie Zazulak
    Reading time: 3 minutes

    Alice Pilkington qualified as a CELTA (Certificate in Teaching English to Speakers of Other Languages) certified teacher in October 2009. She started working in Rome before moving to Istanbul, where she’s spent the past three and a half years teaching English to “everyone from 8-year-olds to company executives; students to bored housewives”. Having taught in two very different countries to a diverse range of English learners, Alice shares with us the five lessons she’s learned:

    1. Don't take things personally when you're teaching English

    "I am probably not emotionally suited for this job. I take everything very personally and if a lesson goes wrong or an activity I have taken time and energy to plan doesn’t work, I feel like a complete failure. It’s a trial and error experience but when things go wrong, they can go very wrong, and it really makes you doubt your abilities as a teacher.

    Having said that, the lessons that do go well can make up for these negative feelings. I shouldn’t take things personally; the majority of my colleagues don’t and it saves them a lot of sleepless nights"

    2. Teaching English is incredibly rewarding

    "There are very few feelings that I’ve experienced that compare to seeing a student use a word that you have taught them – it makes you feel like a proud parent. Equally, seeing a student improve over a series of months is so joyful.I have been teaching English university preparation students for the past year.

    In September, they could barely say what their name was and what they did over the weekend. Nine months on and they’re capable of reading academic texts and speaking at length about marketing strategies and environmental problems. It’s a wonderful thing to observe"

    3. Teach more than just English

    "Turkish students love hearing about how you appreciate their food and cultural traditions. Equally, they are genuinely interested in understanding how things operate in the UK and enjoy hearing personal anecdotes.I tend to be very open with my students – even about my personal life.I think it is partly because I have striven from the very beginning of my career to be seen as their equal.

    Turkish students are used to having a huge respect for teachers, and there is a hierarchical system in schools here, which I can never go along with. In my first lesson with most students, I tell them that they must call me by my first name (usually you refer to teachers here as ‘hocam’ which means ‘my teacher’ and shows respect) and this can take a long while for them to get used to."

    4. Failure to prepare is to prepare for failure... or is it?

    "Lessons that you spend hours preparing for generally don’t go as well as you had hoped. There were several times when I’d spend hours cutting and sticking things on pieces of card and placing pictures all over the classroom, hoping it would get some vocabulary action going, only to start the class and receive no response from the students.

    Conversely, lessons where you don’t feel very motivated or have no idea what you are going to do until you get into the classroom (which I call the ‘flying by the seat of your pants’ lessons) can turn out to be the best ones. I once had a lesson in which I was, admittedly, rather hungover. On the way to the lesson, I grabbed a book called ‘Taboos and Issues’, full of discussion topics, which I used as a basis for a rather impromptu lesson on addictions, which was very successful indeed."

    5. Teaching English isn't easy

    "Teaching English is a love/hate profession. There are weeks when you absolutely loathe it and want to quit, but then within the space of a lesson or two, you get inspired by something completely unexpected, rediscover your joy for it and love it again."

  • A woman stood outside in a square holding a map smiling

    3 traveling tips your English dictionary won’t teach you

    By Steffanie Zazulak
    Reading time: 3 minutes

    Traveling to a new country is a wonderful way to practice your English skills, but sometimes speaking English in a foreign country can be a little daunting—and an can only help so much. That’s why we’re sharing these three traveling tips: try them the next time you travel to an English-speaking country. They’re sure to make communicating in English with others more interesting and fun.

    Learn how to “break the ice”

    While you’re exploring, you’ll likely come across strangers you might want to “break the ice” with or speak to. A simple “hi” or “hello” along with telling them where you’re from is a great way to start a conversation. Next, ask them for “insider tips” about their city, like their favorite places to visit or not-to-be-missed restaurants.

    If they seem friendly and are willing to share more information, make sure you ask for their name and use it when asking more questions. Most people appreciate it when others call them by their names in conversation.

    Learn how to ask people for help

    It's normal to get lost during your trip, but don't worry. Most English-speaking countries will have tourist centers near popular destinations with trained staff who can help you with any questions.

    If you can’t find a tourist center quickly enough, approach a friendly-looking person (students with backpacks are a pretty safe bet) and use the skills that you’ve already learned about approaching new people. You can include additional questions like “I’m lost, could you help me?” or “Do you know where I can find _________?” to let them know that you need their help. It’s also not uncommon for strangers to come up to you, especially when you’re carrying a map and look lost, to ask if you need help finding your way.

    Learn to express gratitude

    You will likely want to thank many people during your travels, like the new friends who just helped you when you were lost—and there are many ways to express gratitude.

    Saying “thanks” or “thanks so much” is an informal form of “thank you” in many English-speaking countries. You can also add the phrase “I appreciate it” or say “Thank you. I really appreciate your help” if the person you are thanking did something really special for you, like helping you out with directions.

    For some people, talking to someone you don’t know can be a little scary, especially in a second language. But don’t worry— most people will be pretty responsive to you. In fact, many people welcome visitors to their cities with open arms, just remember to be polite and have a smile on your face when approaching them.

  • A woman sat on a sofa smiling reading a book

    11 fascinating facts about English

    By Steffanie Zazulak
    Reading time: 3 minutes

    English is one of the most widely-spoken languages in the world, but how much do you know about the language? Here are 11 facts about Englishthat you might not know.