Writing in English

How to
Write an Email
Lesson Objective
In this lesson, you will learn some helpful tips about emailing.
You’ll get a chance to practise writing an English email on paper before
you send one. You’ll also learn how to format an English email correctly!

Did you know...

• The word “email” is short for “electronic mail.”
• About 90% of email is spam or promotional mail.
• The @ sign is called the “at symbol.”

Warm-Up
A. Writing

Choose one of the following three topics. Write for five minutes on the
lines below and on the next page, in your notebook, on the back of your
paper, or on your electronic device or computer. Do not correct your writing.
Just write!

1. What reasons do people have for emailing?

2. How important is spelling, punctuation, and formatting when it comes to email?

3. What are some differences between an informal email and a formal email?

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 How to Write an Email
Writing in English

Warm-Up cont.
A. Writing cont.

B. Vocabulary Preview

Match these words to their correct definitions.

1. recipient a)  the person who receives the item (letter)

2. postmaster b)  the greeting

3. salutation c)  the main part of a written work

4. body d)  the person in charge of delivering the mail

5. sign off e)  to write the end of a letter

6. indentation f)  a few spaces before a new paragraph

7. signature g)  a preset name and text/graphics at the end of an email

8. filter h)  a clue that something is wrong

9. red flag i)  to sort

10. spam j)  aka “junk mail,” sent out to a mass audience

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 How to Write an Email
Writing in English

Introduction to Emailing
A. Email Addresses

You are the sender. If you are using email for business or other formal
purposes, your email address should look professional. The address
should have all or part of your name in it so that people know it
is legitimate.

The person you are sending the email to is called the recipient. Make sure
that the recipient’s name is spelled correctly when you type it. If the email
address has a typo or no longer exists, you may get an email back from
the postmaster that looks like this:

“Delivery has failed to this recipient.

The email address you entered could not be
found. Please check the recipient’s email
address and resend the message.”
If you are writing an email to more than one person, you can use the
Cc field (carbon copy). The Bcc (blind carbon copy) is useful if you don’t
want to share people’s email addresses. The Bcc recipient will not see the
other recipients’ names or addresses.

Task 1

Try to spot a problem with the recipient’s email address in each example.
Write the problem in the blank provided.

1. [email protected]

2. [email protected]

3. 123karatekicks.com

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 How to Write an Email
Writing in English

Introduction to Emailing cont.

B. Subjects

With email, it is important to compose a subject that will make the

recipient want to open the email. You don’t need to write a full sentence.
A good subject is short and easily searchable. In other words, if the
recipient wants to find it later, he or she can search for a key word,
such as “birthday.”

Task 2

Write three example “subjects” in the blanks provided.

1. (formal business)

2. (message to family)

3. (informal invitation)

C. Greetings

Be sure to address the recipient properly in your Formal Informal

greeting (also called a “salutation”). Double-check
• Dear Mr Williams, • Hi Adam,
that you have spelled the recipient’s name correctly.
• Dear Ms Gomez, • Hi guys,
A period after “Mr,” “Ms,” or “Mrs” is not necessary,
• Dear Mrs. Harrington: • Hello ladies,
but is possible. Use a comma (,) or colon (:) after
• Dear Sir, • Hi all,
the salutation. Start the body of your email on the
• Dear Madam,
next line.
• To Whom It May Concern:
• Attn: Principal Smith
• Attn: Housing Manager

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 How to Write an Email
Writing in English

Introduction to Emailing cont.

D. The Body

An email should be separated into 1. Introduce yourself (if it’s the first time you’ve contacted this person).
paragraphs, just like any piece of [space]
writing. One or two paragraphs
2. Identify your reason for the email.
may be enough. Email should not
[space]
be too long. Use plain text (without
indentation). It’s best to keep 3. P
 rovide any special information. Identify any attachments.
formatting “plain” because it may [space]
not carry over to your recipient.

E. Closing Remarks & Signing Off

Include a thank-you message Formal Informal

if applicable. Then, on the next
• Sincerely, • Cheers, • Later,
line, add your name. (Include your
• Respectfully, • See you, • Cheers,
title if it is business related.)
• Best, • Talk soon, Lucy
• Best Regards,
You may want to set an auto
• Warm Regards,
“signature” to appear on every
• Thank you,
email. This could include links to
• Sincerely,
your website address or social
Marko Rose, Executive Director
media accounts. It may include
a logo. This can be done in your
email provider’s settings.

Task 3

What will you include in your auto signature?

Create a unique auto signature for yourself:

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 How to Write an Email
Writing in English

Replying to Email
A. Introduction

Try to reply to email promptly. If possible, reply the same day or within
a few days of receiving a message. Click “Reply” to send an email in
a “thread.” This allows the sender and recipient to read the history of
messages at any time. If the subject changes, but you want to write
to the same recipient, create a new email with a new subject. Click
“Forward” to share an email that you received with another recipient.

B. Discussion

How can the “Forward” option create problems for both formal and
informal recipients and senders? Why should it be used sparingly?*

*Note:
to use something sparingly: 

to only use something once in a while or in small quantities, to not overuse

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 How to Write an Email
Writing in English

Safety Tips
A. Subjects

Some email comes from people you know or have contacted. Some email
is promotional. Some email is spam. Email can contain viruses that destroy
your computer. How do you know if an email is safe to open or not? The
subject line can help you filter your messages. Here are some red flags:

• subjects ALL IN CAPS

• subjects with the word FREE
• subjects with a % number
Tip:
Task 4 Never open attachments from
senders that you don’t trust.
Which of the following subjects are probably
legitimate? (“Looks legit.” Write L on the line.)
Which are likely spam? (“Looks spammy.” Write S on the line.)

1. FREE tickets. CLICK HERE.

2. Pst. This offer is exclusive for you.

3. Tim and Elaine’s wedding

4. Graduation details for Jan. 22

5. We are awaiting your RSVP. Only 5 days left!

6. 50% of the spots are full! Earn 2X the points.

B. Passwords

When you sign up for an email account, choose a password that isn’t easy
to guess. Don’t share your password with anyone. Don’t use the same
password for your email as you do for a bank account or other private
account. A good password uses a variety of letters and numbers.

Task 5

Write an example of a weak password and a strong password.

Weak Password: Strong Password:

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 How to Write an Email
Writing in English

Email Checklist
BEFORE HITTING SEND

After you write your email, —— Did I type the recipient’s email address correctly?
proofread it. If it’s a formal email,
—— Did I include a suitable subject?
don’t send it right away. Leave it
in your drafts folder, and come —— Did I add additional recipients correctly?
back a little later to open it again.
—— Did I include a greeting?
Fix any mistakes you see. Check
your spelling! If you are happy —— Did I include a body?
with your email, hit “Send”!
—— Did I close the email appropriately?

—— Is the email written in an appropriate tone (formal or informal)?

—— Did I attach a document or image that I said would be attached?

—— Did I proofread my email before hitting “Send”?

Comprehension Check-In
Work with a partner and answer the
following questions based on the lesson so far.

1. What is the word “email” short for?

2. What word is used to describe the person who receives an email message?

3. What does a subject field not need in an email message?

4. Provide three examples of an email salutation.

5. What is an auto signature?

6. What do you call an email before it is sent?

7. What does “Bcc” stand for, and what is the purpose of it?

8. What should a person do after composing a formal email (before hitting “Send”)?

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 How to Write an Email
Writing in English

Sample Emails
A. Formal (Business) B. Informal (Social)

Read the sample formal email. Discuss the message Read the sample informal email. Discuss the message
with a partner. What important features does this with a partner. What important features does this
post include? Discuss the formatting, organization, post include? How does it differ from the first email?
and content.

Sender: Eazy Peasy Print Sender: Olivia Ng

Subject: Quote for Calendars Subject: Book Club This Week
Recipients: Aaron Hampton Recipients: Melanie Myers, Winnie and Fam,
Dionnes, Franz VanHooft
Dear Mr Hampton,
Hey everyone,
Hello. I am Warren Bean, a sales
representative for Eazy Peasy Print. Just a reminder that book club is at my house
Thank you for your interest in our services. tonight. The book is Falling Down Easily by
Lucie McQueen. I hope you all loved it as
The cost of printing for your staff calendars much as I did.
will be approximately $235.00. I have
included a breakdown of the fees in the Here is my address: 22 Greene Lane.
attached document. Please let me know if There is parking on the street. Come
you are interested in filling this order. We anytime after 8 pm.
can ship the calendars to you by the end of
next week. See you tonight,
Liv
If you have any further questions,
don’t hesitate to ask. You can reach PS. Bring questions!
me by phone or email.

Sincerely,
Warren Bean, Eazy Peasy Sales Rep.
(224) 778-9999

Attachment: Quote #445 Staff Calendars

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