Writing emails in English: openings, body, and closings

An English email has four parts: a greeting (“Dear Ms Smith,” or “Hi Anna,”), a first sentence that states the purpose (“I am writing to ask about…”), a short, clear body, and a closing (“Best regards,” and your name). The level of formality should stay the same from greeting to closing.

Greeting and first sentence

Formal: “Dear Mr Brown,”, or “Dear Sir or Madam,” if you don't know the name. Informal: “Hi Tom,”, “Hello Anna,”. The first sentence should say at once why you are writing: “I am writing to ask about the course dates.”, “I am writing to confirm my appointment on Monday.” If you are replying: “Thank you for your email.”

The body: requests and information

Use polite phrases for requests: “Could you please send me…?”, “I would be grateful if you could…”. If you attach a file: “Please find attached my CV.” Keeping one topic per paragraph and short sentences makes the email easier to read.

Closing

A final sentence usually comes before the closing: “I look forward to hearing from you.” (formal), “Talk soon.” (informal). Then: “Best regards,”, “Kind regards,” or “Yours sincerely,” in formal emails when you know the name; “Best,” or “Thanks,” in informal ones. Your name goes last.

Common mistakes for Turkish speakers

Long openings common in formal Turkish letters sound unnecessary in English; the purpose comes in the first sentence. Instead of Turkish-style forms of address, use “Dear Ms Smith,” with the surname. Another common mistake is “I look forward to hear from you”; the correct form is “to hearing”.

A short exercise

Write a formal email to a language school asking about lesson times: a greeting, one sentence stating the purpose, two polite questions, a final sentence, and a closing. Then rewrite it as if to a friend in an informal style and mark the differences.

To keep going, see Polite English: asking, thanking, and apologising and English writing practice: short paragraphs and emails.

Frequently asked questions

What goes in the subject line? A few words that say what the email is about: “Question about course dates”, “Appointment on Monday”.

Can “Dear” be used in an informal email? It can, but it sounds formal; friends and colleagues usually get “Hi”.