One of the advantages of emails over normal ’snail-mail’ letters is that they are quick and direct. We send an email for a particular purpose and we expect a fast response or immediate action. For emails – whether formal or informal – to be most effective, it is a good idea to give them a clear, logical structure.
Subject line
This is should be short and give some specific information about the contents of your message.
Salutations
As in letter-writing, the salutation can be formal or informal, depending on how well you know the person you are writing to.
| Dear Mr, Mrs, Ms … | A formal form of address, also used when first contacting a person. |
| Dear John | Less formal. Either you have had contact with person before, or they have already addressed you by your first name. |
| Hi / Hello Mary (or just the name) | Informal, usually used with colleagues you often work with. In the USA and the UK also sometimes used at first contact. |
| (no salutation) | Very informal, usually used in messages which are part of a longer email exchange. |
Opening sentence
This is used to explain why you are writing. (Remember: the opening sentence should always start with a capital letter.)
| I’m writing to … | More formal introduction to say why you are writing. |
| Just a quick note to … | Friendly, informal way to say why you are writing. |
Conclusion
This is where you tell the reader what kind of response, if any, you expect.
| Looking forward to your reply. | Friendly ending, can be used in formal or informal correspondence. |
| Hope to hear from you soon. | Informal ending to indicate a reply is necessary. |
Close
Like the salutation, this can vary from formal to very informal.
| Yours sincerely | Very formal, rarely used in email correspondence. |
| Regards / Best wishes | Most commonly used close, can be used in formal and informal emails. |
| Bye / All the Best / Best | Friendly, informal close. |
| James / Mary | Name only (or initials) is also common when writing to close colleagues. |