How to write an email (with templates)

Have you ever hesitated before hitting “Send” on an email? You’re not alone.

Emails are the backbone of communication in the workplace and academia. Whether you’re applying for a job, asking your teacher a question, or reaching out to a new client, how you write your email can influence the results you get.

A clear, well-structured, and professional email shows respect for your reader's time and boosts your credibility. In turn, it increases your chances of getting your desired response. 

In this guide, we’ll teach you how to write an email with the right structure, tone, formatting, and etiquette.

The basics of writing a professional email

Why email etiquette matters

Your email creates a first impression – it can reflect badly on you if it's poorly written or confusing. A polished, respectful email can create a positive image and help establish strong professional or academic relationships.

Respecting your recipient's time is key. A concise and focused message makes it easier for them to understand what you need and respond accordingly.

Here’s what you can do to achieve this:

• Read your email out loud before sending it: If it sounds too long-winded or off-topic, trim it down. For example, if you hear yourself explaining the same point twice, cut the repetition.

• Be clear about the key point you’re making: Then, make sure it appears early in the email. For instance, if you’re requesting time off, say so within the first two sentences.

• Avoid long-winded introductions: Instead of starting with, “I hope this email finds you well and that everything is going great on your end”, try, “I’m writing to request feedback on my project outline”. 

Key components of an email

Every effective email has a few essential parts. Here’s a rundown of the basic components:

Subject line

As the name suggests, this tells your recipient what your email is about. Keep it clear and straight to the point, and use keywords that help the recipient prioritise your email. 

Ask yourself, “If I received this subject line in my inbox, would I know what it's about?” If not, rewrite it.

Greeting

Just like in-person conversations, good emails start with a proper greeting. 

Greetings can be formal or informal, depending on your relationship with the recipient. When in doubt, pick the more formal option and use titles and last names. If you don’t know someone’s preferred title or name, check their email signature or online profile first.

Introduction

If you’ve never interacted with the recipient before, you need to introduce yourself and why you’re writing. This gives your recipient the necessary context to understand the purpose of your message.

For instance, you can write, “I'm reaching out regarding the upcoming project deadline and would appreciate your guidance on the next steps.”

Body

Here’s where you can add more details about your inquiry. Keep the body of your email concise by breaking up long content into short paragraphs or bullet points.

Focus on necessary details and be clear about what you’re asking or informing. As far as possible, ask only one or two things per email to avoid overwhelming your reader.

You can use bullet points to list specific questions or tasks. For example:

• Can you confirm the deadline for the marketing brief?

• Should we include the data from last quarter in the report?

Closing and sign-off

Make sure to end your email politely. Thank your reader and include a professional closing phrase. You can use sign-offs such as, “Looking forward to your response,” “Best regards,” “Sincerely,” or “Thanks.”

You can also use your closing to reinforce any next steps or expectations. For instance, you can write, “Thanks again. Please let me know by Friday if you’re available for the meeting.”

Attachments

If you’re sending files over, mention this in your email and name your files correctly. Review all filenames before uploading and avoid vague or outdated names like “resume-final-final-2022.doc”. Whenever applicable, save files as PDFs to ensure formatting stays consistent.

You can write something as simple as, “Please find attached my resume (John-Doe-Resume.pdf).”

Here’s a pro tip: Write your email, attach your files, then re-read the email and double-check that the filenames are appropriate and correctly referenced. If you’re sending more than one attachment, consider listing them as bullet points, like this:

• John-Doe-Resume.pdf

• John-Doe-CoverLetter.pdf

Sample email

Email formatting and style: Best practices

These best practices can make your email more professional and easier to read.

Use professional but friendly language

Keeping things friendly is fine, but you don’t want to risk writing an unprofessional email. Instead of using slang or informal language, use neutral alternatives for clarity. In professional settings, avoid emojis and excessive punctuation.

Proofread your email

Spelling and grammar mistakes can make you seem careless. Use online tools like Grammarly or Hemingway to catch these mistakes. Read your email at least twice: once for grammar, then a second time to review the tone and flow of the email.

Here’s a trick: Try reading your email backwards, sentence by sentence, to catch spelling errors you might otherwise skim over.

Structure your email

Make sure your email’s flow is straightforward so it’s easy to understand. Start with a short introduction and, as much as possible, keep paragraphs to three lines or less. You can also use bullet points to list key points or questions. 

Here’s an example:

Make it mobile-friendly

Many people check emails on their phones, so make sure your email looks easy on the eyes. If your email looks neat on your phone, it’ll also look clean on a desktop.

To do this, keep sentences short and avoid big blocks of text. Use clear headers and spacing so your email is easy to scan. It’s best not to embed large images that take time to load. 

To check if your email is mobile-friendly, send a test email to yourself and open it on your phone. If you have to scroll sideways or squint, revise it.

Sample email (with best practices)

Common email mistakes and how to avoid them

Everyone slips up occasionally when writing emails – it happens to the best of us. Here are some of the most common mistakes when crafting an email, and how you can fix them in a pinch:

How to write emails for different situations

How to write an email to a teacher or professor

You might be emailing a teacher or professor to ask for help, request a deadline extension, or seek a recommendation letter. Whatever the situation, being respectful and concise shows professionalism and boosts your odds of a positive response. 

Here are some sample emails for different academic scenarios:

Requesting a deadline extension

Asking for a letter of recommendation

Clarifying an assignment question

How to write an email with an attachment

Sending an email with an attachment is common for job applications, project submissions, or client communications. When writing emails like these, make sure you mention the attachment in the email body, and name the file appropriately.

Job application with attachments

How to write an email to a real estate agent

You might email a real estate agent to request more information, book an inspection, or express interest in a property. Be specific about the property you’re interested in and ask direct but polite questions. You can also discuss inspection times, availability, or pricing.

Property enquiry email

How to write an email marketing campaign

Marketing emails aim to promote a product, service, or offer. They should catch attention, communicate benefits clearly, and spur action. 

Most successful marketing emails have a catchy, relevant subject line and personal touches that speak directly to your audience. Include a clear call-to-action (CTA) and outline what your audience will get from your product or service.

Email campaign for a flash sale

Final tips and takeaways before hitting “Send”

Before you send your email, make sure you’ve addressed the following:

• Is your subject line specific and clear?
• Have you used the appropriate greeting and tone?
• Did you break up the content into easy-to-read chunks?
• Are all intended attachments attached?
• Have you checked for typos and errors?

Follow up if needed

It’s common for people to miss an email from time to time. If someone hasn’t responded after 3 to 5 business days, send a gentle follow-up email. This shows you’re taking initiative, but don’t forget to be respectful of your recipient’s time.

Here’s a sample template you can use for following up via email:

Ready to send your email?

Whether you’re emailing a professor, applying for a role, or launching a campaign, a strong email can help you connect and communicate more effectively. Learning how to write an email can get the response you need and lead you to your next big opportunity. 

FAQs

How can I start an email if I don’t know the recipient’s name?

If you can’t find the recipient's name after checking the company website, it's still important to be polite and professional. Use a neutral but courteous greeting, like “Dear Hiring Manager”, “To Whom It May Concern”, or “Hello”.

Avoid overly casual greetings like “Hey” in formal settings. If you eventually learn what the recipient’s name is, address them directly in your follow-up emails.

How do I follow up on an email I sent but got no response?

Waiting too long can mean missed opportunities, while following up too soon can feel pushy. The sweet spot is usually 3 to 5 business days.

When you follow up, make sure to be polite and respectful of the other person’s time. You can briefly summarise your original message and reiterate your key question or request. 

Is it okay to use emojis in work emails?

It depends on your workplace culture and your relationship with the recipient. In formal or external emails, it’s best to avoid emojis altogether to maintain a professional tone. 

In more casual, internal communications or team chats, you can use a simple emoji, like a smile (🙂) or thumbs up (👍). When in doubt, leave them out.

Should I use “Hi” or “Dear” in my email greeting?

“Hi” is suitable for most everyday professional emails, especially if you have an ongoing relationship with the recipient. “Dear” is more formal and often used in first-time communications, for job applications, or when addressing someone senior or in academia. For example:

• Hi Sam, - used for a colleague or project partner

• Dear Professor Taylor, - used in academic or formal correspondence

How can I make my emails sound more confident?

If you want to sound more confident in your emails, avoid overly apologetic or uncertain language. You can also swap vague or passive phrases for direct and purposeful ones.

Make sure to review your email for phrases that sound unsure or hesitant, and rewrite them to be direct while still polite. You’ll come across as more credible and professional.