E Mail Structure

• This article will help you to
communicate better and to write

formal emails in English.
Emails are among the most commonly used means of

communication in the world. They’re fast, immediate, and allow you
to interact with all kinds of businesses within and beyond the
national boundaries. At work above all, writing formal emails in
English in the right way requires certain skills, and being a
professional situation, it’s essential not to commit mistakes in order
to make a good impression of yourself and your company.
In this article you’ll find:
• The rules for writing formal emails in English
• The right format to use
• Examples of formal emails in English
• The rules for writing formal emails in

English
To write an email in English in the right way, don’t improvise! Read
the following advice to avoid making serious mistakes that could
compromise the success of the email from the moment it is
received.
• Subject
The subject is the first piece of information that the recipients of an
email see, and if it’s written incorrectly or unclearly, it could push the
reader to delete it without even opening it! So it’s important to give a
clear and precise message, right from the start, indicating the
content or reason for writing in two or three words that grabs the
attention of the recipient.
• Style
Unlike many other languages which require long complex sentences
in a formal written context, English is very concise and favors short
sentences and a simple structure. Make sure you break up the text
into two or three paragraphs – this enables the reader to quickly see
the key points.
• Courtesy formulas
When you write an email in English, you’re not only using another
language but you’re also entering another culture with different
habits. The Anglo-Saxons in general pay a lot of attention to forms
of courtesy and gratitude, therefore never forget to add them.
• Check the e-mail

Never send an email in English without having re-read what you
wrote. Grammatical or typing mistakes are very common even in
your own language, so in English you can make errors much more
easily. Double-checking what you’ve written is a simple step to take
that can prevent you from appearing unprofessional and above all
careless.
• Signature
Be sure to have set your emails to end with all the important
information about you, including:
• name and surname

• job title
• relative details about your company (name, address..)
• link to the company website
• The format of a formal email in

English
• Introduction
• Body of the text
• Conclusion
• Introduction
Depending on the type of relationship you have with the person
you’re writing to, there are different ways of starting an email, but
any email should always start with a greeting. In our specific case
being formal, the most appropriate options are:
• Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr Black)

• Dear Sir/Madam (if you don’t know the name of the
recipient) or more generally ‘To whom it may concern’
After the initial greeting you need an introductory sentence that
indicates clearly the reason for writing and is consistent with the
subject of the email. Introduce yourself briefly (long texts often
discourage people from reading them), then follow on with:
• I am writing with regard to… (email subject)
• I am writing in connection with… (email subject)
• I am writing in reference to…
If you’re writing an email to send information, you can start with one
of the following sentences:
• I am writing to let you know…

• I am delighted to tell you… (if you’re communicating good
news)
• I regret to inform you that… (if you’re communicating bad
news)
If instead you’re replying to an email you received, you can say:
• I am writing in response to…

• I am writing in reply to…
• I am writing to thank you for… (if you need to thank the
recipient)
Body of the text
There are no conventional formulas for writing the body of the text
because this varies according to the function of what you need to
communicate. It’s useful to prepare an initial draft and then
proceed with any corrections.
The general rules are that the text should be divided into short
paragraphs that avoid abbreviations and acronyms, both of which
you can use, on the contrary, when you write an informal email to
family and friends.
Based on the type of message you’re sending, there are various

ways to write a final invitation before ending the email, such as:
• I look forward to hearing from you soon

• Thank you in advance
• For further information, please do not hesitate to contact
me
• Please let me know if you have any questions
• Thanks for your attention
• Conclusion
The most common way to end an email are:
• Best regards
• Kind regards
• Yours faithfully (if you began the email with ‘Dear
Sir/Madam’ because you don’t know the name of the
recipient)
• Yours sincerely (if you began the email with ‘Dear
Mr/Mrs/Ms + surname)
• Regards
• Examples of formal emails in English
Example1: Delay with the delivery of an order
Subject: Delivery delay
Dear Mr Pascal,
We regret to inform you that we will not be able to

respect the deadline previously agreed for the
delivery of your order. Our supplier has warned us
today that they are experiencing supply problems,
which will result in a delay in our production chain.
We count on your understanding and thank you for
your patience.
Please accept our apologies.
Best regards,
…
Example2: Replying to a job advertisement
Subject: Web Content Editor posit
Dear Sir/Madam,
With reference to your job ad in xxx, I would like to

submit my application for the position of Web
Content Editor in your company.
I graduated in Communication Sciences at the

University of xxx and worked for several years in a
Digital Agency as Content Specialist. I believe my
skills and experience are in line with the
requirements for the job position. I will be glad to
introduce myself in an interview, that will allow you to
better evaluate my possible recruitment.
Please find attached a copy of my resume. I look

forward to hearing from you.
Yours faithfully,
…

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• This article will help you to

communicate better and to write

Emails are among the most commonly used means of

• The rules for writing formal emails in

• Check the e-mail

• name and surname

• The format of a formal email in

• Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr Black)

• I am writing to let you know…

• I am writing in response to…

Based on the type of message you’re sending, there are various

• I look forward to hearing from you soon

Example1: Delay with the delivery of an order

Subject: Delivery delay

We regret to inform you that we will not be able to

Please accept our apologies.

Subject: Web Content Editor posit

With reference to your job ad in xxx, I would like to

I graduated in Communication Sciences at the

Please find attached a copy of my resume. I look

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