How To Write an Email | Format and Examples to Write an Email

How To Write an Email: Email communication has become an important part of communicating with your friends, colleagues, and family. However, while writing a formal email, it is essential to look after minor points. The main problem is that not all are aware of writing a formal email. For those who are struggling to write a proper email, the below-mentioned points will help.

With formal emails, you have to deal with a person you don’t know. Also, you are not aware of how will he/she react to your messages. On the above all, you have to choose something to handle business situations efficiently. Within a mail message, sometimes you have to request, deal with critical situations, asking for an apology, and many more cases. Whatever the situation will be, you have to handle it efficiently through email.

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How To Write an Email? Step by Step Explanation to Write an Email

If you make a small silly mistake while writing an email, it might put everything in vain after that. Maybe you text for a project, but the client declined to offer that. It puts a wrong impression on your work and you. Once sent, you never get a second chance from your client. However, in such cases, you must be aware of Dos and Don’ts in email writing.

In the below article, you will also study how an informal email differs from a formal one. The difference between the two of them is stated with the proper explanation with examples. Hopefully, these ultimate guides will help you learn the fundamentals of writing an email.

Let us divide the entire concept of writing into four main sections and describe each of them separately in detail.

Section 1: What are the basics of Email Writing

Section 2: What points to keep in mind before you start writing

Section 3: What to keep in your mind while writing an email.

Section4: What happens when you have finally sent your email.

Learn the concept of writing an email in detail. Let’s get started.

Section 1: Basics In an Email Writing

In the very first section, you will learn about four basic components that include a subject (purpose of writing email), salutation (the person’s to whom you are sending email), Basic introduction, Body, and Closing email. But before the subject line, you have to mention the destination email address (to the person you want to send the email). Along with the destination email, there are other concepts associated with it. Learn each in detail below.

How to Write an Email?

Before you begin writing an email, you need to consider some basics elements that include:


CC or BCC:

Subject Line:

In the “To” section, you have to mention the receiver’s email address. In “CC or BCC” section, you need to select either of the options. If you select CC, that means the other person to whom you are sending the same email is not hidden from you. If the option selected in BCC, that means the other person whom you are sending an email, is hidden from each receiver. This can be the way you want to keep privacy and don’t want others to know about it.

The Subject Line is the most important section which must be chosen effectively. It must be accurate in a way that receiver gets an idea of what is your purpose of writing an email. Another fact is, this subject line must be precise and short. Some examples to mention subject line includes:

Upcoming Meeting

Required Meeting To Attend: 30 December, 9.00 a.m.

No doubt, both of the above subject lines are good, but the most effective one is “Upcoming Meeting.” It is because the person will read out the email body and let the receiver know the proper meeting timings. You need not mention the same in the subject line.

Next comes Salutation. It is the way by which you will address a person to whom you are sending an email. Salutation has various forms. It states different for the type of person for whom you are writing. We use Dear to our colleagues but Respected for our seniors. The format is as follows:

Dear Mr/Ms [Second Name]

Then comes Introduction to Body. Here is the very first line you have to mention the purpose of writing an email. In this introduction, you will also introduce yourself who you are. Also, talk about the well being of the person to whom you are writing this mail.

Then comes the described matter of writing an email to the receiver. Here you will not make long paragraphs for the main matter but focus only on the main matter. Suppose if you plan to sell a product to the receiver then formulate the main matter to promote your product.

Now, after the promotion of your product, you should give your contact number so that buyers can contact you without failure. Add a line to that.

If you have some attachments along with the mail, then you need to mention a line at the end and attach the document to your mail. If it is a bulk attachment of more than 15 MB, it will not attach to your mail. Hence, you need to zip the files as one to compress the size.

Then comes Closing to your email. How you end, an email is equally important to how you start it. Recipients will look for the proper end to the email. Hence, the last sentence that you are going to use must give the closing impression to the reader. Closing is equally defined under a proper pattern. One such example is given below:


[Your Name]

[Your position]

[Email Address]

[Phone Number]

It is also known as the signature line of the email. Your complete name must be mentioned and seems like you are writing on behalf of an organisation, not personal.

Section 2: Before You Begin To Write Email

Before you begin to write an email, you need to consider some basic points.

Why are you writing an email?

It is the basic point to consider before formulating an email. Make sure you are not forming big paragraphs while writing them. Also, do not lose track of writing. Your main focus must be on the objective you are mentioning. It is even not important that emails can resolve your matter that a quick call can do for you.

Do not form a lot of action points.

When a receiver receives an email, he might need something that could be easy to answer. Hence your action points must be limited. Otherwise, it would be difficult for the receiver to compile replies in a single email message.

Don’t be personal with Official Mails.

Your official email id must be used only for formal purposes. Do not send any personal email to your family member or friends through this.

Section 3: Points to consider while writing an email

Show Empathy

Always remember that your email message must be catch such that the reader reads it till the end. Try to show empathy thereafter. Try to link a person with your organisation to whom you are sending an email. Make sure to write in a manner such that you get a positive response from the client.

Don’t form long paragraphs.

No one likes to read long paragraphs of a message. Thus while writing mail, you must take care of this point for sure. Try to cover your motive of writing an email through a subject line that should also be precise and short. The fact is to convey a message and get a reply in the minimum time possible.

Don’t open up too much.

When you are writing an email, make sure you are not much open to the receiver through the message, especially if he is a stranger to you. No one likes to get pitched with strangers. Also, it might delay your work. But in case you have to benefit your organisation anyhow, then you have to keep writing emails to the stranger. You can give cold invites to the receivers.

Use soft language

Even if the receiver is irritating, you have to bend to get your work done. If you are rude while writing an email, the receiver might not even like to respond to you in return. If someone is accepting your offer, then you must be thankful to them. If you are asking for a favour, begin with a polite sentence showing.

I will be very thankful to you if…….

Try Italicise Main Context

If it is about laying emphasize on a particular word or text, better you italicise it. Do not bold any text in the email message. It will not leave a good impression on the reader. Also, the email body does not seem good with it.

Proofread It

Before you give a final click to send button, it is important to give a quick reading to the email. Read like a receiver and try to get an impression what a receiver forms after reading it. Try to remove all the negative sentences and bring positivity to your email messages.

Section 4: After You Have Finally Sent An Email

There could be many Dos and Donts while writing an email. However, it also matters after you have sent the final message. Consider the below points after you have finally clicked the send button.

  • If there is some delay from the receiver’s side to reply to you back, better you send a reminder to him. However, wait for a few days before that.
  • Also, it would help if you did not overload the receiver with consistent reminders over time. Also, reminding a receiver does not mean sending a new email after a few hours of the first one.
  • The response time might differ, and the receiver might reply to you after a few weeks. Hence it would help if you waited for it.
  • You consistent mails can show your separation. Thus keep avoiding that in formal writing.
  • Give a reply to the previous email as a reminder such that it becomes easy for the receiver to recall everything. Do not form a new email in case of giving reminders.
  • If you are planning to the next reminder, then you have to wait for a long. Give some gap in between.


Beginning with emails, you might not have much experience. However, try to start with it and write a particular subject that is usual in a company. Let others put a check on it. They might help you proofread your mistakes and remove them for the next time. Also, don’t forget that a formal pattern is completely different from that of an informal one. Informal can be sent to your known friends and family members. However, formal emails are professional emails that you need to pay extra attention to it. It was all that a pattern of the email should have. Try to prepare your own message. Good Luck!

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