Why write an email?

You might write an email to: send info | ask questions | make requests | share updates | confirm details | say thank you

Parts of an email

Subject

A short summary of the email's topic. It should be clear to catch the reader's attention. Example: "Meeting Confirmation for Thursday"

Greeting

The opening where you address the recipient. It should match the level of formality needed. Examples: "Dear …", "Hello …", "Hi …"

Introduction

The first paragraph where you might introduce yourself and explain why you're writing. Example: "I hope this email finds you well. I am writing to confirm the details of our upcoming meeting."

Body

The main part with your message. It should be clear and organized, using paragraphs for different points. Example: "Our meeting is set for Thursday at 2 PM in the conference room. Attached is the agenda. Contact me if you have questions."

Closing / Sign-off

• The last paragraph where you wrap up your message and can express thanks. Example: "Thank you for your attention to this matter. I look forward to seeing you on Thursday."
• A polite way to end the email. Examples: "Sincerely," "Best regards," "Kind regards"

Signature

Your name and details like your job title and contact info. Example: John Doe | Marketing Manager | ABC Company | john.doe@example.com

Writing greetings and farewells in formal emails

When you write a formal email in English, it is important to use the right greetings and sign-offs. Here are some tips:

Greetings:

1. Dear [Name]: Use this when you know the person’s name. For example, "Dear Mr. Smith" or "Dear Ms. Johnson." TIP: It is always best to figure out the person's name who you are writing to.
2. Dear Hiring Team / Dear Recruitment Team / Dear Hiring Committee / Dear Submissions Team: If you do not know the person's name you're writing to, this is a good way to still address the correct department.
3. Dear Sir/Madam: You can use this when you do not know the name of the person you are writing to. It is polite and formal. However, it is a bit outdated and not that widely used anymore.

Sign-off:

1. Yours faithfully: Use this when you started the email with "Dear Sir/Madam." It shows respect when you do not know the person’s name.
2. Yours sincerely: Use this when you started the email with "Dear [Name]." It is polite and formal when you know the person’s name.

Remember, using the correct greeting and farewell makes your email look professional and shows respect to the person you are writing to.