One of the most important interaction sources today is the internet. In addition, when it comes to interaction via the internet, social media platforms are the first applications that come to mind. However, it is also very important to use an email in English for communication in the business and academic world. You can tell one or more people about your wishes via email. At the same time, this fast interaction plays an important role in accelerating your academic and business processes.
There are certain rules that must be followed when writing emails in English. The content of these rules will change according to the person you write the email to and the subject of your message. But whatever the subject of your email, the structure of your posts should be basically the same. In the scope of the title, ‘How to write an email in English‘, we can say that: We can divide emails written in English into two as formal and informal to ensure easy understanding.
Writing Formal Email in English
When writing emails about work and school, you should use a formal written language. It is important that the other person clearly understands your message. You should also write a regular-looking email so that your seriousness about the subject is understood. You should not write a formal email impromptu. Such a situation would be confusing for the other party. Therefore, before you write an email in English formally, you should know the following guidelines.
Start Formal Email Writing with Greetings
Regardless of the subject, every email begins with a greeting to the other person. You can greet the other person with ‘Dear’ in your email. Since official emails are generally used in a business or academic environment, it would be correct to address the other person with their surname when greeting. In addition, the expressions (Mr./Mrs./Ms./Miss), which vary depending on the gender and marital status of the recipient, must be used before the surname.
If you are in a situation where you need to write an email in English to an institution or you do not know who to address, you can use ‘Madam’ for women and ‘Sir’ for men (Ex: ‘Dear Madam’). If you want to start your message in a more general way, you can use the phrase ‘To whom it may concern’.
How to Write an Introduction for Your Formal Email?
After you formally greet the other person, you should enter the subject you will talk about in your message. You may be responding to an email that has already been sent to you. In this case, you can start by politely thanking the sender.
Type the Body of Your Formal Email
In this section, talk about your wishes or expectations from the other party, depending on the subject. So you can create the body of your email. Sentences will vary from subject to subject. However, the formal style that has dominated the email in English from the beginning should be maintained. In short, use clear and grammatical sentence structures throughout your email.
How to Write Conclusion and Closing in Your Formal Email?
After you’ve said everything you want to say on the subject, you can end your message using specific phrases that indicate you’ve finished your email. We are required to use ‘goodbye’ phrases for closing in our email. In this way, you are politely telling the other person that your message is over.
It is very important that you write your name and title under the closing section in an email in English. You need to pay attention to this.
Writing Informal Email in English
If the email you write is to someone you are sincere, you should write an informal email. As we said above, the factor that determines whether an email is formal or informal is the email recipient. If the person you are sending your email to is someone you are intimate with (family, friend, close colleague, etc.), this will also change your writing style. In the scope of the title, ‘How to write an email in English’ we can say that: However, although there will be changes in your style in informal emails, you should follow the structure of official emails when writing your email.
Start Informal Email Writing with Greetings
You do not need to use specific titles when greeting the recipient in informal emails. Instead, you can start your message with a short ‘Hi’ to someone you’re close with. In addition, if you want to specify who the person is, you can add the person’s name instead of the surname.
How to Write an Introduction for Your Informal Email?
When writing an email to someone you are close to, there is no need in introductory sentences. Instead, you can get straight to the point. It is not very important that using a formal language when talking about the subject, if you are sincere with the other person. You can write informal emails in a casual language. However, you should still make sure that you convey your message politely and clearly.
How to Write Conclusion in Your Informal Email?
It is not very important to use a statement stating the conclusion part in the informal email. In short, it will be enough to end your email in English by using polite and sincere expressions.
