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How to write an email

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How to write an email: Do you need to send an email communication to a client, colleague or professional to be hired for work but you don’t know how to structure the message? Are you afraid of making mistakes that could annoy or even annoy the recipient? Don’t worry: if you want, I can give you a hand and explain to you how to write an email correctly, depending on what your needs are.

Whether you intend to write a formal email or an informal one, it does not matter: in the next lines of this tutorial, I will explain in detail how to act in all cases, starting from the introduction of the message to its conclusion, obviously passing through the its central body. You will see: writing an email is not as complicated as it may seem to you.

So, may I know what are you still doing standing there? Strength and courage: make yourself comfortable, take all the time you need to concentrate on reading the next paragraphs and, more importantly, try to implement the “tips” that I will give you, so as to be able to write your email without problems . There is nothing left for me to do, but wish you happy reading and wish you a big good luck for everything!

Preliminary information

Before we dive into the heart of this guide and see it in detail how to write an emaillet me provide you with some preliminary information and, more specifically, to illustrate the main differences between formal and informal emails.

An E-Mail formal, as its name suggests, is addressed to a person with whom there is no confidential relationship: therefore a person you do not know personally or, in any case, a person who holds a certain importance (e.g. a customer, an employer job, a supplier, a superior, a professor, a doctor, etc.). The tones to be used in a formal email, therefore, are decidedly more “cold” and detached compared to an informal email.

The email informalon the other hand, being addressed to a person who knows each other quite well and with whom there is a certain confidential relationship, it can be written without paying particular attention to the observance of certain writing rules: it is possible to write to the recipient of the message using practically the same language used in conversations “face to face”.

Now that you understand what type of message to write, based on the recipient of the same, let’s see how to proceed. In the next chapters you will find explained how to proceed with the drafting of both types of emails.

How to write a formal email

You need to know how to write a formal email? That you want to do this because you need to write an email to a lawyer you hate write an email to a university professortake advantage of the “tips” that you find below and you will see that everything will be for the best.


Formal mail introduction

Let’s start, as it should be, fromintroduction of the message. Since you don’t have a confidential relationship with the recipient you are writing to, it would be best to start with a so-called greeting of circumstancegenerally consisting of an adjective of circumstance, the title of the person to whom you are addressing and his surname (eg. Dear / Dear Mr. / Mr. Rossi; Dear Dr. Verdi, Dear Prof. Bianchietc.).

Alternatively, if the aforementioned special greetings seem too “plastered” to you, you could try replacing them with “warmer” greetings, such as Good morning/good eveningto which add the title of the person to whom you are addressing and his surname (eg. Good morning Mr. Rossi, Good evening Prof. Bianchietc.).

In one case or another, however, after the initial greeting you always have to put a comma and go backso you can go straight to the body of the message.

Body of the message

Formal mail body

For what concern body of the messagebeing a formal email, I suggest you evaluate the possibility of make a very brief presentation in which you say who you are and why you decided to write the message, especially if the recipient does not know you. Once this is done, you can actually move on to drafting the message body, taking into account the following aspects.

  • Be clear, concise and orderly– go straight to the puto explaining to the recipient of the email why you decided to contact him (if you have not written the presentation I mentioned earlier), perhaps introducing the topic with phrases such as “I am writing to … or “I contact you because …“. In addition, to avoid “tiring” the recipient, try not to go too far and, if possible, divide the body of the message into several paragraphs instead of a single block.
  • Pay attention to grammar and punctuation – since you are writing a formal message (and which, as explained above, could also be addressed to potential employers or customers), it is important to make a good impression. For this reason, make sure there are no grammatical or punctuation errors in the text. Also, do not trust the automatic correctors too much: sometimes they could play tricks by misinterpreting the meaning of some sentences and modifying them automatically “And“In”And“,”they have“In”year“,”or“In”I have“, Etc., making you make a bad impression.
  • Report the presence of attachments – did you insert any attachments in the email? It would be appropriate to report the thing in the message, specifying how many there are and what they contain.


Formal email conclusion

In the formal email, even the conclusion of the message must be treated properly. To be effective, it should contain final greetings, whose tone should be proportionate to the initial greetings. I try to make this aspect clearer by giving you some concrete examples.

If in the initial greetings you used formulas with adjectives of circumstance such as “Dear” “Dear / Dear”, etc., it would be appropriate to leave you with a more formal final greeting (eg “Kind regards“,”With best regards” or “with regard“).

If, on the other hand, you used a less “plastered” form of initial greeting, such as “Good morning” or “Good evening”, you could use a form of less formal final greeting (eg “Have a good day“,”Good day“,”Have a good evening“,”good job“, Etc.).

Once you have chosen the form of leave that seems to you best suited to the email you just wrote, put yours on signature: could be simple (therefore only name and surname) or complete (name, surname and contact information). Finally, read the message one last time and, if you are ready to do so, send it.

How to write a formal email in English


You need to write a formal email in English? Well, the substance of what has been said in the previous lines does not change: since it is an email addressed to a person with whom there is no confidential relationship, you must use suitable opening and farewell phrases, taking into account that you are writing to a person in English.

The adjectives of circumstance that you can use for this purpose are “Dear Sir“(Equivalent of” Dear Mr. “) or”Dear Madam“(Equivalent of” Dear Mrs. “), while as farewell phrases you can use”We look forward to hearing from you soon“(Equivalent of” See you soon “) or”Sincerely“,”Yours Sincerely“,”Yours faithfully“(Equivalent forms of” Yours sincerely “,” Cordially “, etc.).

If you have difficulty writing your email in English, use some translation service suitable for the purpose, such as the very famous Google translator (also available as an app for Android And iOS/iPadOS). More info here.

How to write an informal email

You want to know how to write an informal email, maybe because the recipient of the same is an old friend of yours that you haven’t heard from for a long time? As I told you in the introduction of the article, in this case there is no need to pay particular attention to the form of the email, but still allow me to give you some suggestions on how to write it.


Informal mail introduction

We obviously start fromintroduction of the mail. Since this is a message to be sent to a person with whom you have a certain relationship of confidence, you can safely use greetings such as “Dear to“,”My dear“,”Dearest / a“,”My a“,”Hello“, Etc., followed by the name of the recipient.

Once you have chosen the introductory greeting, insert the comma after the name and go back, so as to introduce you to the highlight of the email.

Body of the message

Informal mail body

In body of the message you can enter anything you wish to communicate to the recipient. Even if it is an email to be sent to a person you are familiar with, however, remember to be tidy, perhaps dividing the message into several paragraphs. Also consider when the letter should be long: it should be neither too short (you’re not writing a telegram), nor too long (you’re not even writing a novel): in short, use a little common sense.

Furthermore, the message should be treated with regard to syntax and grammar, otherwise you risk not making the recipient understand the meaning of the phrases used (and moreover you would not make a good impression). Maybe re-read the text of the message once you’ve finished writing it.


Informal email conclusion

TO conclusion of the email, use a closing formula suitable for the message (eg “I greet you with affection“,”Dearly“,”Hope to see you again as soon as possible“,”Soon“, Etc. And signature the letter writing your name (without surname).

In informal emails you can also include a Post Scriptum or PS.: this is a short message to be inserted at the end of the main message, which may contain less important information and / or something that you forgot to insert in the body of the email. If you had to enter the PS, remember to put it after the signature.