Writing an email is actually quite simple, but there is a general format that you should pay attention to. Also, know the difference between official and informal emails. Here are things you should know.
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Method 1 of 5: Basic Email Sending Steps
Step 1. Create an email address
If you don't have an email address yet, you'll need to register with an email service provider before proceeding. Fortunately, many free web-based email services allow you to get an email address without spending any money. Some of the most popular web email services include:
- Gmail
- Hotmail
- Yahoo mail
Step 2. Click "Compose" or "New
Before composing an email, you'll need to open a new, empty mailbox to compose. The way to open the mailbox varies depending on the service you're using, but there will usually be a button near the top of the page with a label like “Compose,” “New,” or “New Message.”
If you don't know how to create a new message, check your email service's support page to learn how to do it in detail
Step 3. Write down the recipient's email address
You don't need to write down your email address, but you should write down the email address of the person who will receive your email.
- Usually, you can simply use a space to separate multiple email addresses, but some services require that you separate multiple email addresses with a comma or other punctuation mark. If the service you are using requires the use of these punctuation marks, the service provider should have provided guidance.
- Enter the primary recipient's email address in the "To:" field. The primary recipient is usually the person to whom the message is intended, or referred to in the body of the email.
- Type another email address in the "CC:" field. This column is the "copy" column. Recipients are usually entered in the copy field if the email is not specifically addressed to the recipient of the copy, but has things he or she should know.
- Use the "BCC:" field to hide email addresses. If you don't want recipients to see who an email is addressed to, type the recipient's address in the "blind copy" field.
Step 4. Write an informative title
Each email service allows you to write the title/subject of your email in the “Subject” box.
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The title of your email should be short, but give the recipient an idea of the content of the email.
- For example, an informal email to a friend might be titled "How are you?", but if you emailed an assignment question, it might be titled "Math Assignment."
- Questions to lecturers or superiors can also be titled "Questions about …", then followed by a short label containing an explanation of the topic you are asking.
- Keep in mind that untitled messages will appear in recipients' inboxes labeled “(no subject).”
Step 5. Write the body of your email
The body of the email should be written in the large text box below the title field.
- An email should generally contain a greeting, message, and closing.
- Since email is intended for quick communication, you should generally make sure that your email is not too long.
Step 6. Press the "Send" button
After you've finished composing the email, reread the email to make sure you haven't made any grammatical or spelling mistakes, and that the message brings up the topic you want to cover. When your email is ready to be sent, click "Send" in the message box to send the email to the recipient.
Method 2 of 5: Writing an Unofficial Email
Step 1. Know when to send informal emails
Unofficial emails should be addressed to people you care about, including friends, family, and partners. If your email isn't official and you're sending it to someone you know well, you can send an informal email.
The only good time to send a formal email to friends or family is when you're sending a group message with a formal tone, such as a request for donations or an advertisement. Since the email will also be sent to people who are not very close to you, you will need to adjust the tone to please those people
Step 2. Write an informal title
You don't have to write a title, but you should give your email a title. Write a title that is short, concise, and friendly.
- For example, if you're writing an email to an old friend, you could use a title that makes you laugh, or a simple title like "Long time no see!".
- If you are writing an email with a specific purpose, write down your purpose. For example, if you're writing an email about a get-together, title your email with a title that mentions the event.
Step 3. Consider mentioning the recipient's name in the email
For informal emails, this isn't strictly necessary, but it can still be a polite way to start a message.
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Your greeting can be as simple as the recipient's name:
Bob,
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You can also include a friendly greeting:
- "Hi, Bob!"
- "Mr Bob,"
- "Morning, Bob!"
Step 4. Write the email clearly, but use informal language style
The content of your email should be easy to understand, but in an informal conversational tone.
- Read the email and ask yourself, is this email similar to what I would say if I spoke in person? If the answer is yes, you've found the right tone for informal emails.
- Use abbreviations. Abbreviations are not part of formal writing. but commonly used in everyday conversation. Hence, the abbreviation is suitable for informal emails.
- Use slang if desired. You can use Internet slang, such as: "thx" for "thank you." "Titi DJ" for "be careful on the road", "s7" for "agree", etc.
- Also use emoticons if needed:).
Step 5. Consider writing your name at the end of the email
Like a greeting, closing or signature aren't really necessary for informal emails, they can be a good way to close a message.
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Your email closing can be just a name:
- "Jen"
- "-Jen"
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You can also get a little creative with email closings:
- "That's it! Jen."
- "This email will be deleted automatically. 3…2…1…"
Method 3 of 5: Writing an Official Email
Step 1. Know when it's time to send an official email
You should use a formal email when you write messages to people you don't know well, such as bosses, coworkers, clients and customers, instructors, and community/political leaders.
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Keep in mind that you may feel that a formal email is unnecessary when you are writing an email to the above people, once you have a relationship with that person. When a formal email feels too stiff, write a "semi-formal" email.
- In semi-formal emails, your style can be a bit more relaxed, but you're still not allowed to use internet slang.
- You should still include a signature on semi-formal emails, but you don't need to provide all of your contact information under your name.
Step 2. Write an informative title
Your email title should be short but accurate. Go straight to the issue you are raising.
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For example:
- When you're emailing your professor about an essay assignment, write "Essay questions."
- When you apply for a job you know about from the ad, write "Application For Management Position (From Ad)".
- If you're writing an email asking customer service for help or reporting a technical problem, write "Parts Problem #000000".
Step 3. Write a formal greeting
The formal greeting must include "Dear/Dear," followed by the recipient's name. Use the recipient's last name and appropriate title, then end the greeting with a period.
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For example:
- "Dear Mr. Smith"
- "Dear Mrs Jones"
- "Dear Dr Evans"
Step 4. Make sure the content of the email is on target and accurate
Make sure it's no more than a few paragraphs long, and that the content is really meant to cover the subject of the email. Use formal language, and make sure your spelling and grammar are correct.
- Avoid using abbreviations.
- Don't use internet slang or emoticons.
Step 5. Use an appropriate closing greeting
The most common closing greeting is "Greetings," but there are several other closing greetings you can use as well. Use a polite closing greeting and end with a comma.
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Other closing greetings you can use include:
- Best regards,
- Thank you,
- Best wishes,
Step 6. Provide contact information in your signature if required
Include your full name under the email closing greeting. Under your name, you may want to include your title and contact information that may be required.
- Your position, if any, must include the position and name of the company/institution where you work.
- Include at least a phone number, fax number, and email address. You may also want to include a mailing address and website.
Method 4 of 5: Types of Unofficial Email
Step 1. Write an email to a friend who moved house
If your friends, family, or partner have recently moved house, write an email to inquire about their condition. Ask how their migration process is going, how their new environment is, and so on.
Step 2. Email a friend who never gave you an email address
If you get a friend's email address from someone else, it's very important to write the email and make sure that your friend's email is correct. Don't forget to also explain who you are.
Step 3. Learn to write emails to men
If you're a woman and it's your first time writing an email to a guy, you may feel anxious, especially if the guy is a guy you might like. Try to write an email that looks relaxed but still smart and calm.
Even if it looks dangerous, you can write an email to express your love
Step 4. Learn to write emails to women
If you're a guy emailing a woman for the first time, you may find the process too difficult. Calm yourself down and write a message that looks casual but neat.
Step 5. Write a solicitation email
If you want to appear funny to the recipient of the email, use the same language as the seductive language you use in front of the recipient. You can also use emoticons or expressions like "hugs and kisses."
You can also write seduction emails to people you know on dating sites. If you're writing this email, you need to look seductive as well as informative, so that he knows who you are
Step 6. Write a love email
In this digital era, love emails are just as important as love letters. If your partner is out there and you want to express your love, the quickest way to do this is by email.
Method 5 of 5: Types of Formal Emails
Step 1. Send your job application via email
When you email your application and resume, you should explain what vacancy you are applying for, why you want the job, and what qualifications you have that would make you a good fit for the job. You should also include your resume as an attachment.
- You can also write an email to apply for an internship. Explain what kind of internship you want and how it can help you meet your career goals. Also include the reasons why you should be selected for the internship.
- Send a follow-up email if you do not receive a reply about the position you are applying for.
Step 2. Know how to email lecturers
Emailing professors can be daunting, but it's still just as difficult as sending any other formal email. Your teacher may be a busy person, so make the questions as clear as possible.
If you are well known by the lecturer, you can also email him a request for a letter of recommendation
Step 3. Send a "query" email
This email is an email inquiry to the editor for acceptance of a work for publication. You must explain your work so that your editor understands the work.
Step 4. Use email to contact personnel
If you feel something is wrong with your company's HR, the quickest way to resolve it is to email the appropriate person in personnel. Make sure your email describes the problem well.
Warning
Do not provide passwords, usernames, or personal information such as credit card numbers and TIN in emails.
