How to write an email

12th February 2021 by OSFC. Comments (0)

With the switch to online learning, we’re all communicating more digitally. You may find yourself spending more time emailing your teachers or using email to make updates on important applications you’ve submitted. Learning how to write an email correctly and appropriately is an important skill which will help you throughout your school life and your future career. We have written a helpful guide which you can refer back to whenever you write an email.

  1. Make sure your subject line is short and relevant.

For example, if you are emailing your English teacher with a question about a specific topic, your subject would be the topic. This helps the receiver know what you are emailing about before they read your email and search/reference it later on too.

  1. Use a greeting.

It is important to greet the person you are emailing, just like you would if you were writing a letter. Depending how well you know the person, you can use a variety of greetings such as Dear, Hello or simply, Hi. If you do not know the name of the person you are emailing, you can use ‘To whomever this may concern’ or ‘Dear Sir/Madam’.

  1. Make sure your email tone is appropriate. 

When you are speaking with your friends, it is fine to use text speak and slang. However, when you are writing an email, especially in a professional setting, it is important to use full sentences and semi-formal language. This is especially important if you are emailing someone you do not know.

  1. Ensure your email content is clear.

Is your question clear? Will the person receiving the email understand what you are asking, and how they can help? Make sure you provide as much relevant information as possible so you are able to receive the best help. Try not to write too much though, and only include information that is important and relevant to the question you are asking. It’s a good habit to scan over your email before pressing send so you can check your message is clear and check you’ve used the correct punctuation where necessary.

  1. Don’t forget to sign off your email with your name!

When you have finished your email, you want to sign off with your name. You can use a variety of sign-offs such as ‘Best wishes’, ‘Kind Regards’ or ‘Thanks’. If you are emailing someone you don’t know, make sure you use your full name. This is important so they can identify you.

We know it can be tough knowing what is right and wrong when composing an email. Hopefully, these tips will help you communicate with people via email professionally and appropriately.

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