How to Write an Email in English (Formal & Informal Examples)
Writing an email in English can feel confusing at first — should you say Hi or Dear? End with Thanks or Best regards?
Don’t worry! In this lesson, you’ll learn how to write both formal and informal emails in English, with clear structure, examples, and useful phrases.
📧 How to Write an Email in English (Formal & Informal Examples)
🧩 1. Structure of an English Email
Every good email — whether formal or informal — follows the same basic structure:
- Subject line – short and clear
- Greeting (Salutation)
- Opening sentence – introduce your purpose
- Body – main message
- Closing sentence – end politely
- Signature
🏢 2. How to Write a Formal Email in English
Formal emails are used for business, job applications, schools, or when writing to someone you don’t know well.
✅ Example 1: Formal Email (Job Application)
Subject: Application for Marketing Assistant Position
Dear Mr. Johnson,
I hope this message finds you well.
I am writing to apply for the Marketing Assistant position at Bright Agency. I believe my experience in social media management and content writing makes me a strong candidate for this role.
Please find my CV attached for your review. I would be happy to discuss my qualifications in more detail at your convenience.
Thank you for your time and consideration.
Best regards,
Sarah Adams
💬 Useful Phrases for Formal Emails
| Purpose | Common Phrases |
|---|---|
| Starting | I am writing to inform you that… / I would like to request… |
| Asking | Could you please… / I would appreciate it if you could… |
| Apologizing | Please accept my apologies for… |
| Ending | I look forward to hearing from you / Thank you for your assistance |
💼 3. Example 2: Formal Email (Business Request)
Subject: Request for Meeting – Project Update
Dear Ms. Lee,
I hope you are doing well.
I would like to schedule a short meeting this week to discuss the progress of our project and next steps. Could you please let me know your availability on Thursday or Friday?
Thank you in advance for your time.
Kind regards,
Michael Green
💌 4. How to Write an Informal Email in English
Informal emails are used for friends, classmates, or colleagues you know well.
The tone is friendly, casual, and simple.
✅ Example 3: Informal Email (to a Friend)
Subject: Let’s Catch Up Soon!
Hi Emma,
How are you doing? It’s been such a long time since we last met!
I’m planning to visit London next month — maybe we can grab a coffee together?
Let me know what days work for you 😊
See you soon,
Anna
💬 Useful Phrases for Informal Emails
| Purpose | Common Phrases |
|---|---|
| Starting | Hey! / Hi! / How’s everything going? |
| Asking | Can you…? / Do you wanna…? / Let me know if… |
| Apologizing | Sorry for not writing earlier! |
| Ending | Talk soon! / Take care! / Cheers! |
✉️ 5. Key Differences Between Formal and Informal Emails
| Feature | Formal | Informal |
|---|---|---|
| Greeting | Dear Mr./Ms. + Last Name | Hi / Hey + First Name |
| Language | Polite, professional | Relaxed, conversational |
| Grammar | Full sentences, no contractions | You can use contractions (I’m, can’t, etc.) |
| Closing | Best regards, Yours sincerely | Take care, Talk soon, Cheers |
🧠 6. Common Mistakes to Avoid
❌ Using emojis in formal emails
❌ Forgetting the subject line
❌ Writing too long or too short
❌ Not checking spelling or grammar
👉 Always proofread before sending — one small mistake can change the impression completely.
✅ 7. Bonus: Quick Email Writing Checklist
Before hitting “Send,” make sure you:
- ✅ Wrote a clear subject line
- ✅ Used correct greeting and closing
- ✅ Checked spelling and punctuation
- ✅ Attached any needed files
- ✅ Signed your name
💡 Conclusion
Whether you’re writing to your boss or your best friend, the secret to a great English email is clarity, tone, and structure.
With practice, you’ll be able to switch easily between formal and informal writing — and make the right impression every time.
