How to Write an Email in English
20.09.2017It's impossible to not send emails in today's day and age. However, if you usually write emails in your native language, there are some key differences to know when writing an email in English.
Our YES blog this week is all about these differences, so that you can write effective and professional emails in English. Read on for more details!
Introduction
In the introduction to an email, it's important to establish who you're writing to. If you're contacting this person for the first time, start your email with, "Dear Mr./Mrs. XXXX." If the recipient responds to your email with "Dear "Your First Name"," you are in the clear to use their first name as well when you respond. If they address you as Mr./Mrs. "Your Last Name," continue using last names with them.
If you're unsure who exaclty you're writing to, for example, if you're writing to an entire department, or weren't given a contact name, begin your email with either "To Whom It May Concern" or "Dear Sir/Madam".
Email Body
One important difference to note, is that the body of emails written in English start with an upper case letter (as opposed to German emails, which start with a lower case letter). So the beginning of the body of the email will look like this:
"Dear Mr. Smith,
Thank you very much for your email last Tuesday."
It is generally considered polite to ask how the recipient of your email is doing. A little bit of small talk at the beginning of an email can go a long way towards improving your business relations!
Use the body of the email to discuss what it is you need from the email recipient. Try to be as clear and concise as possible, as this will cut down on misunderstandings. Sometimes it can be quite difficult to understand what people mean when we don't engage with them face-to-face, so we want to keep things clear!
Closing
There are a few ways you can wrap up your email. Once you have written the body of your text, it's always a good idea to thank and wish the recipient well.
For example: "Thank you very much, and I hope you have a good rest of the week."
After your closing, there are a few sign-offs you can use:
Sincerely, -- more formal, accepted everywhere
All the best, -- less formal, but still accepted.
Best, -- quite short, should only be used if you know the person you're emailing well
Talk soon, -- very informal, should only be used if you know the person you're emailing well
Once you've chosen your sign off, sign your name underneath, and you're ready to hit send!
Don't forget to attach any files or documents that you might need to send, as it's always embarassing to have to send a follow-up email with information that should have been included from the beginning.
Try writing a practice email for yourself, and don't forget to get in touch with our experienced English trainers at YES - Your English School if you need any help!
20.09.2017
It's impossible to not send emails in today's day and age. However, if you usually write emails in your native language, there are some key differences to know when writing an email in English.
Our YES blog this week is all about these differences, so that you can write effective and professional emails in English. Read on for more details!
Introduction
In the introduction to an email, it's important to establish who you're writing to. If you're contacting this person for the first time, start your email with, "Dear Mr./Mrs. XXXX." If the recipient responds to your email with "Dear "Your First Name"," you are in the clear to use their first name as well when you respond. If they address you as Mr./Mrs. "Your Last Name," continue using last names with them.
If you're unsure who exaclty you're writing to, for example, if you're writing to an entire department, or weren't given a contact name, begin your email with either "To Whom It May Concern" or "Dear Sir/Madam".
Email Body
One important difference to note, is that the body of emails written in English start with an upper case letter (as opposed to German emails, which start with a lower case letter). So the beginning of the body of the email will look like this:
"Dear Mr. Smith,
Thank you very much for your email last Tuesday."
It is generally considered polite to ask how the recipient of your email is doing. A little bit of small talk at the beginning of an email can go a long way towards improving your business relations!
Use the body of the email to discuss what it is you need from the email recipient. Try to be as clear and concise as possible, as this will cut down on misunderstandings. Sometimes it can be quite difficult to understand what people mean when we don't engage with them face-to-face, so we want to keep things clear!
Closing
There are a few ways you can wrap up your email. Once you have written the body of your text, it's always a good idea to thank and wish the recipient well.
For example: "Thank you very much, and I hope you have a good rest of the week."
After your closing, there are a few sign-offs you can use:
Sincerely, -- more formal, accepted everywhere
All the best, -- less formal, but still accepted.
Best, -- quite short, should only be used if you know the person you're emailing well
Talk soon, -- very informal, should only be used if you know the person you're emailing well
Once you've chosen your sign off, sign your name underneath, and you're ready to hit send!
Don't forget to attach any files or documents that you might need to send, as it's always embarassing to have to send a follow-up email with information that should have been included from the beginning.
Try writing a practice email for yourself, and don't forget to get in touch with our experienced English trainers at YES - Your English School if you need any help!