Writing an Email
Matthew Williams
||4 min readWritten Factual ResponseCSEC English Language
Structure, conventions, and annotated example for writing a formal email
Structure
- To — recipient's name and email address
- From — your name and email address
- Cc / Bcc — additional recipients, if needed
- Subject — clear, specific summary of the email's purpose
- Salutation — Dear [Title] [Surname]: — colon for formal emails
- Opening Paragraph — state the purpose immediately; one or two sentences
- Middle Paragraph(s) — supporting details; one idea per paragraph
- Closing Paragraph — what you need the recipient to do next
- Sign-off — Best Regards / Yours sincerely, followed by your name and contact
Key Conventions
- Go immediately to the business at hand — no "I hope this finds you well"
- Write short paragraphs with a blank line between each
- Be professional and direct, but not blunt to the point of rudeness
- Use a colon after the salutation in formal emails, not a comma
- Keep the subject line specific — it should tell the reader exactly why you are writing