Writing a clear, polite email
Subject lines, greetings, polite requests and sign-offs: a simple framework for emails to teachers, colleagues and companies.
In this lesson you will
- Choose the right greeting and sign-off for formal and informal emails
- Organize an email into a clear five-part structure
- Make polite requests with could, would and I was wondering
- Write subject lines that get a fast reply
A good email is short, clear and polite. Whether you are writing to a teacher, a colleague or a company, the same simple structure works almost every time.
The five-part structure
- Subject line: say exactly what the email is about.
- Greeting: Dear Ms. Patel, or Hi Sam,
- Reason for writing: one sentence that explains why you are writing.
- Details or request: the information or the action you need.
- Closing and sign-off: a friendly final line, then your name.
Subject lines
A specific subject line helps the reader understand your email before they open it.
- Too vague: Question
- Clear: Question about the essay deadline for English 201
Greetings and sign-offs
Formal: someone you don't know, or someone senior
- Greeting: Dear Mr. Lopez, / Dear Dr. Chen, / Dear Hiring Manager,
- Sign-off: Kind regards, / Best regards, / Sincerely,
Informal: friends and colleagues you know well
- Greeting: Hi Anna, / Hello team,
- Sign-off: Thanks, / Best, / See you soon,
In American English, titles like Mr., Ms. and Dr. end with a period. Use Ms. for a woman when you don't know whether she is married.
Useful phrases
Giving the reason
- I'm writing to ask about...
- I'm writing regarding...
- Thank you for your email about...
Making polite requests
Direct requests can sound rude in English. Softer forms are more polite.
- Direct: Send me the file.
- Polite: Could you send me the file, please?
- Very polite: I was wondering if you could send me the file.
- Very polite: Would it be possible to extend the deadline?
Closing lines
- Please let me know if you have any questions.
- I look forward to hearing from you. (formal)
- Thanks in advance for your help.
Model email
Subject: Request for an extension on my research essay
Dear Professor Martin,
I'm writing to ask if it would be possible to have a short extension on my research essay, which is due this Friday.
I have been sick for most of this week, and I have a note from my doctor. I have finished my research and about half of the essay, and I am confident I could submit it by next Tuesday.
Please let me know if this would be possible. Thank you for your understanding.
Kind regards,
Lucas Moreau
Checklist before you click send
- Is the subject line specific?
- Is the reason for writing in the first or second sentence?
- Are your requests polite, with could, would or I was wondering?
- Did you check names, dates and attachments?
Practice
Check your understanding
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