5 Ways to Write an Email

2024 Author: Samantha Chapman | [email protected]. Last modified: 2023-12-17 09:13

Writing an email is simple enough, but there is a general format that should be considered. Furthermore, awareness needs to be developed to distinguish between informal and formal ones. Here's what you need to know before drafting one.

Steps

Method 1 of 5: Part One: Email Basics

Step 1. Open your account to have a personal email

If you don't already have your own address, you'll need to sign up with an email provider before proceeding. Fortunately, there are many free and web-based services that allow you to get an address at no cost. Some of the most popular include:

• Gmail.
• Hotmail.
• Yahoo Mail.

Step 2. Click on "Write" or "New"

Before writing the email, you will need to open a new, blank box to edit the text. The exact method varies depending on the service used, but usually you have a button at the top of the page labeled "Write", "New" or "New Email".

If you are unsure how to create a new message, consult the support pages of your email service to find out more in detail

Step 3. Make a list of the email addresses of the recipients, in which you do not have to enter your email, but specify the one of the person (or those of the people) to whom you intend to send the email

• A space is often enough to separate multiple email addresses, but some services require you to do so with a comma or some other type of punctuation mark. If this is the case, these instructions should be specified by the provider.
• Enter the primary recipient's email address in the "To:" field. The primary recipient is the one for whom an email was written or addressed in the body of the text.
• Write the other email addresses in the "CC:", "carbon copy" field. A recipient should be entered in this field if the email does not directly mention him but still deals with a topic they should be aware of.
• Use the "BCC:" field to hide email addresses. If you do not want the recipients of an email to see the list of addresses to which the message was sent, you should enter these emails in the "blind carbon copy" field.

Step 4. Enter an information subject

Each email service will give you the opportunity to write a subject or title for your email in the "Subject" field.

• The subject line should be short, but also give the recipient an idea about the subject of the email.

  • For example, an informal email to a friend might have a simple subject, such as "How are you?" If you are going to send an email about a to-do assignment, however, the subject should be, for example, "Math homework".
  • Similarly, a question to a supervisor or professor should be tagged in the subject field as "Question" or "Question about …", briefly explaining the topic in question.
• Remember that a message with no subject will appear in the recipient's inbox labeled “Without Subject”.

Step 5. Write the body of the email

The text should be written in the appropriate box located under the subject field.

• The body of each email should typically include a greeting, message, and closure.
• Email is fast by nature, so generally, you should write a fairly short message.

Step 6. Click on the "Submit" button

Once you have finished writing the email, review it to make sure there are no grammatical or spelling errors and that the message clearly explains what you wanted to communicate. Once ready, click on the "Send" button to send it to the recipient or recipients.

Method 2 of 5: Part Two: Write a Friendly Email

Step 1. Find out when it is appropriate to send a friendly email

This type of message should be reserved for loved ones - friends, family and partners. If it is a text of an informal nature and you are sending it to a person with whom you have a affectionate relationship, you can opt for this type of email.

The only time you shouldn't send a friendly email to a family member or friend is when you should send one of an official nature, such as an invitation to donate or advertise. As these messages will likely also be sent to those you don't have a close relationship with, you should adapt them to everyone

Step 2. Make the subject field also informal

Incidentally, in this case it is not essential, but it is still a good idea to introduce it. Keep it short and straight to the point.

• If you're writing a simple email to keep in touch with a friend, you might include a witty subject or a simple "How long haven't we seen each other!"
• If you are writing with a purpose, mention it in the subject. For example, if you decide to write an email about a group outing, label it with a subject that clearly states this.

Step 3. Greet the recipient by name

In a friendly email, it's not even strictly necessary, but it's still a polite way to start typing the body of the message.

• You can simply write the person's name:

  Bob,

• Alternatively, you can include the name and a friendly greeting:

  • "Hey Bob!".
  • "Hi Bob,".
  • "Day, Bob!".

  

  Step 4. Write the message clearly, but keep the language informal

  The body of the email should be easy to understand, but the tone should be informal and conversational.

  • Read the email and ask yourself if its content resembles the way you speak when engaging in a conversation in person. If the answer is yes, you've reached a good tone for an informal email.
  • Use contractions, banned for formal writing, but common for everyday conversations, so perfect for a friendly email.
  • Use the slang as well. If you want, you can include the one used on the internet and in text messages; for example, you can replace "ch" with "k" or write "x" in place of "for".
  • If that's the case, use emoticons too.

  

  Step 5. Sign up if you want

  As stated with regards to opening greetings, closing with a signature isn't necessary in a friendly email, but it can be a good way to wrap up the message.

  • The closure can match your name:

    • "Jen".
    • "-Jen".

  • You can also write a slightly more elaborate or creative conclusion:

    • "See you soon! Jen".
    • "This email will self-destruct in 3… 2… 1…".

    Method 3 of 5: Part Three: Write a Formal Email

    

    Step 1. Understand when to write formal emails

    You should do this if you have to write to someone you are not familiar with. This description includes supervisors, colleagues, clients, teachers and political officials, among others.

    • However, formal emails are not necessary if you have already started a relationship with someone who falls under one of these categories. When a formal email gets a little too strict, you should write a semi-formal one.

      • The tone of the message can be a little more conversational, but you should avoid internet slang.
      • You should still enter your signature, but not necessarily provide all of your contact details under your name.

      

      Step 2. Include a brief but accurate information subject

      Go straight to the point.

      • Examples:

        • "Question about the essay" (if you write an email to a professor to ask him about a marked assignment).
        • "Apply for a Management Job Announcement" (if you send an email replying to a job posting).
        • "Problem with Part # 00000" (if you email a company's customer service or to report a technical problem).

        

        Step 3. Write a formal greeting, which should include the word "Dear", followed by the recipient's last name

        In addition to the last name, enter the recipient's title and follow the greeting with a comma.

        • Examples:

          • "Dear Mr. Rossi,".
          • "Dear Mrs. Bianchi,".
          • "Dear Dr. Rossi,".

          

          Step 4. Make sure the body of the email is concise and accurate

          Restrict the content of the text to a few paragraphs relating directly to the subject of the email. Use formal language and make sure your spelling and grammar are accurate.

          • Avoid using contractions.
          • Don't use internet slang or emoticons.

          

          Step 5. Include an appropriate closure

          The most common is "Yours sincerely", but there are others that may work. Make the final greeting appropriate and have it followed by a comma.

          • Among other possible forms of final greeting:

            • Yours sincerely.
            • In faith.
            • Best wishes.
            • Thanks.
            • I send you my best regards.

            

            Step 6. Provide your personal details when signing up, provided it is appropriate

            Include your full name under the final salutation. Under the name, you may want to enter your official title and any contact information that is useful for the recipient.

            • Your title, if you have one, should include your position and the name of the company or institution you belong to.
            • Enter your telephone and fax number and your email address. You could also include your mailing address and your site URL.

            Method 4 of 5: Part Four: Specific Types of Friendly Emails

            

            Step 1. Email a friend who has moved

            If a friend or relative recently moved to another city, write them an email to find out how the move went, what the new neighborhood is like, etc.

            

            Step 2. Send a friendly email to a friend who has never given you their address

            If you got an old friend's address from a third party, it is important to use the email to verify that it is correct and to quickly explain to this person who you are.

            

            Step 3. Email a guy

            If you're a girl and need to email a guy for the first time, you might be feeling a little nervous. This is especially true if you have a certain crush on the guy in question. Try to write a text that is informal and, at the same time, intelligent and composed.

            While it is a rather risky move, you can also use email to tell him you like it

            

            Step 4. Email a girl

            If you're a guy and need to write your first email to a girl, you're probably afraid you won't make a good impression. Don't lose your temper and write a conversational but well thought out message.

            

            Step 5. Write an email to flirt

            If you want to play with the recipient of the email, use the same kind of language you would use to flirt with this person in real life. Emoticons and kisses (xoxo) can come to your rescue.

            Likewise, write an email to flirt with someone on an online dating site. To write such an email, in addition to flirting, you should provide some information about yourself so that the person who will receive it gets an idea about you

            

            Step 6. Write a love email

            In the digital age, such an email can be thought of as the equivalent of a love letter. If your partner is away and you want to send them a quick note to express your love, this medium is the fastest there is.

            Method 5 of 5: Part Five: Specific Types of Formal Emails

            

            Step 1. Apply for a job via email

            When you send your resume and your application for a job via email, you must specify which position you are referring to, why you want to fill it and what are the skills that make you the person indicated for this vacancy. The curriculum must be attached, not inserted in the body of the email.

            • An email to apply for an internship is very similar. Describe the internship you are looking for and explain how it will help you pursue your career goals. Also, provide reasons why you should be selected for the internship.
            • Write an email after a job interview if you have not yet received a response regarding the position you applied for.

            

            Step 2. Email a professor

            Writing to a teacher can be uncomfortable, but this message isn't that different from other formal emails. Your teacher is probably a busy person, so make sure your questions are as concise as possible.

            If your professor knows you well enough, you can also email him asking for a letter of recommendation

            

            Step 3. Write a request letter and email it

            For example, use this text to ask a publisher if they can accept a manuscript and consider it in terms of publication. You have to describe the job in question well enough for the professional to understand what it is about.

            

            Step 4. Write an email to get in touch with Human Resources

            If you have a question about the company you work for, the fastest way to find an answer is to email the right people in this department. Make sure the email clearly describes the problem.