In the business environment, English Email has become very important. It allows us to communicate across borders. A good English email shows your professionalism and helps you to work more efficiently.

However, many people have difficulty in writing English emails. They don't know how to layout or choose words. These problems can lead to poor communication.

According to Carnegie Mellon University, there are seven elements to a good Email. These elements include the subject of the letter, an opening greeting, an introduction and a statement of purpose.

However, when addressing a supervisor or client, you should use more formal language, such as "Dear Mr./Ms.".

By learning the skills of English Email, you can cope with all kinds of communication in the workplace. For example, how to introduce yourself, explain your purpose, and express your needs clearly. In this way, you will be able to demonstrate your professionalism and work ability.

Nowadays, the ability to communicate effectively in the workplace has become a necessary soft skill. Statistics show that many people have taken a course on "Email Writing for the Workplace". The good ratings for this course show the importance people place on English Email skills.

Want to stand out and build a good image in the workplace? Start by improving your English email skills. In this article, we will share the basic skills of how to write emails, which will help you improve your communication skills in the workplace.

Focus of this article.

• The Importance of English Email in Modern Workplace Communication
• The seven basic elements of Email: Subject, Calling words, Self-introduction, Purpose of the letter, Description of the need, Concluding sentence, Closing words.
• Adjust the format and tone of the email according to different recipients.
• A Systematic Approach to Learning English Email Writing Skills
• Communication skills have become an indispensable soft power in the workplace.

The basic structure and elements of Email

An English email is very similar to a Chinese letter in that it has a subject, a beginning, a body, an ending and a signature. However, the paragraphs and punctuation used in English emails are different. When writing an email, paragraphs can be left blank or written directly, and punctuation is used differently. Paragraphs are usually left blank to make them easier to read.

1. Subject Line
2. Opening Greeting
3. Introduce yourself (Identification of self)
4. Explain Reason for email
5. Describe situation, needs (解釋情況、需求)
6. Explain the Action Plan.
7. Closing line
8. Sign-off

Subject Line

The subject of your email is very important and is recommended to be no more than 10 words. Do not capitalise all the words. Common types of subject matter are questions, requests, or notifications. For example, "Requesting information about X".

Greeting

Depending on who you are writing to, you may want to start your email with a different greeting. To a friend, you can be more casual, like "Hi John". For someone you don't know very well or for a formal occasion, use "Dear Mr. Trump". This ensures a sense of distance from the recipient.

Introduce yourself (Identification of self)

When writing an email, it is helpful to introduce yourself in order to get closer to the recipient. For example, if you are writing to a teacher, you should state which class you are a student in. This will make it easier for the teacher to remember you.

Reason for email

It is important to be clear about the purpose of your letter. This can be done by using a sentence pattern such as "I am writing to V..." The V can be filled in with what you want to say, such as asking, informing or enquiring.

Describe situation and needs

The text should clearly explain the situation and your needs so that the recipient can easily understand it. Don't make it too complicated so that readers won't find it hard to understand. Use a topic sentence at the beginning of each paragraph to summarise the content of the paragraph.

Explain follow-up planning (Action Plan)

If the email includes a follow-up plan or requires the involvement of the other party, there are some sentence patterns that you can refer to:

• I would be more than happy to meet at your convenience.
• If you're free, I'm available to meet on X day at X time. (如果您有空,我可以在X日X時與您見面)
• If you have some free time, would you be able to give me a call?

Using these sentence patterns will help you get replies more easily and achieve your goals.

Closing line

It is common to end an email with an invitation to reply and an expression of anticipation. Some common endings are:

• Please feel free to contact me if you need any further information. (若需要任何其他資訊,歡迎隨時聯繫我)
• If you have any questions, please feel free to contact me.
• I look forward to hearing from you soon / meeting you next Tuesday.

Not only are they polite, but they also increase your chances of getting a reply.

Ending words (Sign-off)

EMAIL can end with Sincerely, Best Regards, Cheers, etc., depending on the situation. For formal occasions, Yours sincerely, Sincerely or Best regards are more suitable. Informally, you can choose Cheers, Talk soon, etc. for a more relaxed tone.

Email elements	formal	unofficial
Subject	Requesting information about X	Quick question about X
Greeting	Dear Mr. Trump.	Hi John.
Introduce yourself (Self-intro)	I am a student in your Management 101 class.	We met at the conference last week.
Purpose	I am writing to inquire about...	Just a quick note to ask if...
Closing	I look forward to hearing from you soon.	Let me know what you think!
Sign-off	Sincerely,	Cheers,

Understanding the basic structure and techniques of email writing is very helpful in improving communication. Whether it is a professional or personal email communication, it is important to properly write the main idea, self-introduction, statement of needs and a polite ending. Through continuous practice, we will be able to better cope with different scenarios of email writing, which will help us to communicate better with others and enhance our professional image at the same time.

How to write the subject of a letter

At work, we often communicate with people via email. This involves communication with colleagues, customers or partners. Especially in English, it is important to emphasise the importance of the subject matter of the email.

The subject of an email needs to be concise. It should be no more than 10 words, but the subject should be clearly expressed.

For example, don't use a subject line like "Questions about project progress". It should be changed to "【 reminds 】A that project progress needs to be completed by 5/10". This will allow the recipient to immediately understand the point of the email. When sending a resume or product information email, you should also state the job title or product name. This will increase the chances of your email being read.

For the subject line to be effective, it needs to be simple and to the point, but it also needs to get to the heart of the purpose of the communication. This will guide the recipient to prioritise your email.

Different regions and companies have different ways of writing the subject of an email. For example, Japanese email subjects often have special markings, such as 【 reply hopefully 】, 【 to urgent 】, which means they need to be answered or processed quickly. However, European and American companies are less likely to use these signs. Their emails are usually straightforward and to the point.

Email format	Keynote Writing Points
Communication between university professors and students	Be concise and to the point.
Internal Announcement of Japanese Companies	Markings such as 【 to 】, 【 to 】, etc. will be added to remind of the importance
European and U.S. Businesses	Get to the point, and don't use too many modifiers.

These examples of email subject lines show us that it is important to use these techniques flexibly in emails according to different communication situations. In this way, your emails will be more attractive and effective. Learning more about email samples can help us to communicate more effectively at work.

Tips for using opening salutations

In English emails, choosing the right term of address is crucial. Not only does it show courtesy, but it also establishes the basis for good communication. When you use the proper terminology, the recipient will feel your respect. This will make them more willing to read your emails.

Depending on who you're sending to and the form of the email, the choice of the epithet varies. Now, let's take a look at tips on how to start your message with a positive code in different scenarios.

Write to friends and familiar colleagues

When emailing friends or acquaintances, you can use lighter and friendlier language.

Here are some informal starters:

• Hi [Name].
• Hello [Name].
• Hey [Name].

This tone will make your letter seem more personal and comfortable. This is used in less formal situations.

Formal letters written to supervisors, elders, etc.

It is important to use formal beginnings for those who need to be respected, such as supervisors or elders.

You can write it like this:

• Dear [Title] [Surname], (e.g. Dear Mr. Smith, Dear Professor Johnson)
• Dear [Job Title], (e.g. Dear Marketing Manager, Dear Human Resources Director)
• Dear Sir/Madam, (when you don't know the other person's name)

It's important to use the correct title and make sure there is a space between the title and the name. Adding a comma at the end will make you look more professional and careful.

When the gender of the recipient is not known

Sometimes we may not know the gender of the other person. In this case, use a neutral opening.

The following opening would be appropriate:

• Dear [First Name] [Last Name], (e.g. Dear Alex Johnson)
• Dear [Job Title], (e.g. Dear Sales Representative)
• To Whom It May Concern.

Avoid using gender-specific words to avoid misunderstanding or offence.

When writing a cover letter

When writing a job application email, the beginning is very important. Use the right honorifics, such as Dear Mr./Ms. [Surname].

Based on job ads or tips, you can also start like this:

• Dear [Hiring Manager's Name], (直稱招聘經理姓名)
• Dear [Department] Hiring Manager, (e.g. Dear Marketing Hiring Manager)
• Dear [Company Name] Recruiting Team, (對公司招聘團隊)

Using a clear opening like this will make your letter look more professional and appropriate, increasing your chances of getting an interview.

In conclusion, the opening address of an English email is full of techniques, depending on the identity of the person and the purpose of the letter. Choosing the right address is one of the keys to successful email communication. Understanding these techniques will help you make a polite and professional impression in your email interactions.

How to introduce yourself at the beginning of a letter

When writing an email in English, it is important to introduce yourself if it is the first time you are writing to the other party. If it's your first time writing an email to someone, or if they don't know who you are, it's important to introduce yourself.

"I am Simon Wong, a student in your Marketing Management programme last semester, and I am pleased to be able to contact you via email."

"My name is Melissa Chen, and I learnt about your contact details through Mr Lin. I am glad to take this opportunity to talk to you."

"I'm Zhao Dahua, we met at the industry forum last week, and I've benefited a lot from your guidance."

Self-introduction can be a simple way of explaining who you are and your relationship with the person you are talking to. For example, if you are a student, a friend, or have met before.

This allows the recipient to quickly recall who you are. And it provides a good basis for subsequent communication.

It is important that you do not introduce yourself in a lengthy manner, but rather in a straightforward manner. This will avoid delaying the subject of the letter.

opening remarks	Identity	Expressing the purpose of the letter
I am ...	your student in ... The Marketing Manager at ...	writing to ...
My name is ...	I was introduced by ... We met last week at ...	I would like to ...

In conclusion, it is important to introduce yourself in a simple and clear way. This way not only allows the other person to get to know you quickly, but also facilitates good communication.

Mastering a good self-introduction is helpful for communication in the workplace. It shows your professionalism and improves the effectiveness of communication.

Email format: Common sentence patterns explaining the purpose of writing a letter

When writing a formal email, you can use "I am writing to V. ..." to explain the purpose of the letter. The V. here can be replaced by different words, such as about, in reference to, regulating, etc. They express "about...". They express the meaning of "about...". If it's a notice, you can use words like inform you that/of. If you want to ask a question, use enquire/inquire about.

For example, to tell the other person something, write "I am writing to inform you that...". If you are asking a question, use "I am writing to inquire about...". This clearly expresses the purpose of the letter, and the other party will be able to understand it as soon as they read it. This will help you to improve the efficiency of your communication with others.

According to statistics, the phrase "I am writing to V." is quite common in formal job application emails. This proves that this sentence pattern is very important in emails.

There are other common ways of expression:

• I am writing to ask for your assistance with...
• I am writing to request...
• I am writing to follow up on...
• I am writing to express my interest in...

These sentence patterns make clear the purpose of your letter. They are useful whether you are writing formally or informally. Mastering these skills will help you get better at using English in your emails. This is useful for job hunting, academics, and everyday email writing.

Commonly used sentence patterns in formal emails	Expression of Intent
I am writing to inform you that...	Notify the other party of something
I am writing to inquire about...	Ask a question
I am writing in reference to...	Reference to something
I am writing to request...	Requests
I am writing to express my interest in...	Expressing Interest

How to clearly explain your situation and needs

To give the recipient a quick overview of our content, each paragraph should begin with a topic sentence. This technique contributes to the readability and comprehensibility of the text. Here are a few examples of emails that show how to use a subject line.

• When discussing weekend plans with a friend, the subject line could be, "I'd like to propose a small party at my house this Saturday night, where we can all have dinner and chat and relax." This statement directly expresses my purpose.
• The subject line of a letter to a teacher to ask a question could be, "I have a few questions about what we discussed in class last time." This sentence lets the teacher know that I need help.
• When sending your resume, introduce yourself like this: "I have five years of marketing experience, specialising in social media and digital marketing." This statement emphasises my professional skills.

Use of easy-to-understand language helps communication. Don't use technical terms that are too difficult. If you need to use technical terms, try to explain them clearly.

Clarity and conciseness are paramount when writing an email. Use topic sentences to summarise the main points of each paragraph. This will allow the other party to quickly understand our intentions.

Use the table to organise highlights

Sometimes we need to present a lot of information in an email. Using tables is a good way to do this. It helps the reader to get a quick overview of the message.

programme	advantage	shortcoming
Option A	Low cost and easy to operate	Limited functionality
Option B	Multi-functional and customisable	Higher cost, requires professional technical support
Option C	Between Option A and B, cost-effective and flexible for customisation.	Some functions are still limited

By comparing the tables, the reader can quickly understand the strengths and weaknesses of each option. When creating a table, the layout should be clear and complete. The more detailed and objective the table is, the more the reader will be able to think about it.

The use of subject lines and forms helps with communication. These two methods can make our messages clearer. Only by mastering the art of email writing can we really reach the other party effectively.

Sample sentence patterns explaining follow-up planning and the need for assistance from the other party

When you need someone to help you or mention a follow-up plan, you are more likely to get a response if you use good sentence patterns. Here are a few common examples:

I would be more than happy to meet at your convenience. (I would be more than happy to meet at your convenience.)

If you're free, I'm available to meet on X day at X time. (If you're free, I'm available to meet on X day at X time.)

If you have some free time, would you be able to give me a call? (If you have some free time, would you be able to give me a call?)

By using these techniques, your emails will be more persuasive and your chances of getting a reply will increase. Remember that email professionalism is very important.

Demand Type	Suggested Sentences
Make an appointment.	I would be happy to meet with you at your convenience. If you are free, I can meet you at X time on X day.
Please call us	If you're free, could you give me a call?
Describe what is expected	I would like to get your valuable suggestions on X aspects of this co-operation.
Feel free to contact us	If you have any questions, please feel free to contact me.

A gentle reminder.When making a request, consider the other party and show your appreciation. Polite communication enhances co-operation.

Commonly used email conclusion sentences

• "Please feel free to contact me if you need any further information." (如需要更多資訊,隨時歡迎聯繫我)
• "If you require any further information, feel free to contact me." (需要更多資訊的話，請隨時與我聯絡)
• "If you have any questions, please feel free to contact me." (有問題的話，隨時告訴我)

These phrases show that we care about the other person. They also show that we are willing to help. At the same time, these phrases help prompt the other person to return the email. This enhances communication and co-operation between us.

Also, it's common to expect a reply from the other party. For example:

• "I look forward to hearing from you soon." (期待您的快速回覆)
• "I'm looking forward to your reply." (盼望著您的答覆)
• "I look forward to meeting you next Tuesday." (樂於下周二與您碰面)

This shows that we value the other person's feedback. It also makes the communication positive and friendly. For important matters or when co-operation is required, this is a good way of expressing an expectation that the recipient will respond. This makes email communication faster and more effective.

Purpose	Common sentence patterns
Please provide more information	"Please feel free to contact me if you need any further information." "If you require any further information, feel free to contact me."
Express your doubts and ask for help	"If you have any questions, please feel free to contact me."
Send a message expecting a reply	"I look forward to hearing from you soon." "I'm looking forward to your reply."
Expressing anticipation of meeting the other party	"I look forward to meeting you next Tuesday."

To summarise, the closing statement of the email should be based on the following criteriaCompany email formatCommunication requires a little fine-tuning. Whether you are requesting information, expressing a problem, or expecting a response, choosing the framework for your dialogue is critical. This helps to improve the effectiveness of your communication and builds good working relationships. Practising these phrases can help improve your written communication skills.

Closing Phrases for Formal and Informal Emails

In English emails, it's important to choose the right ending phrase. It shows your professionalism. In front of teachers, managers, clients or people you don't know very well, use a formal ending. This will increase trust.

According to the survey, about 65% of work emails use formal endings. For example, "Yours sincerely" or "Best regards". While 35% use informal ones, like "Cheers" or "Best".

Formal Email

Write to a teacher, manager, client, or someone you don't know very well, and use a formal ending. Here are some common examples.

• Yours sincerely,
• Sincerely,
• Yours respectfully,
• Respectfully,
• Best regards,
• Best wishes,
• Cordially,

The 30% chose "Best regards". People with 40% prefer "Yours sincerely". These simple phrases help to enhance the formality of the email.

Informal Email

With people you know well, such as friends and colleagues, use informal endings. It's more intimate. Here are some suggestions.

• Cheers,
• Best,
• Thanks,
• Take care,
• Regards,

About 15% people would choose "Cheers". This is a light-hearted but friendly ending.

Email Type	Ratio of use	Common Ending Terms
Formal Email	65%	Yours sincerely, Best regards, Respectfully
Informal Email	35%	Cheers, Best, Thanks, Regards

Ending phrases are often more effective when used flexibly and in context. The right choice can help with professional image and interpersonal relationships. It's important to increase the effectiveness of your mailings and to project a positive image.

in conclusion

Writing workplace emails in English is very important. It is important to use the correct format, from the beginning to the end of the email. For example, you need to explain why you are writing to them and what you want them to do.

Begin with a greeting and end with a thank you. You should choose the right words to express your needs and gratitude. These are about respect and conveying clarity.

In addition, there are also details to pay attention to in English emails. For example, the subject should be concise and clear, like a concise headline. The text should be clearly organised and lead with a topic sentence. Finally, the ending should be polite but professional. Invite the other party to reply to your email or ask questions.

Don't forget to choose the right words and punctuation marks. Don't be too casual in formal situations. Avoid too many exclamation marks or question marks, as well as emoticons.

Regular practice in writing emails can enhance your professional image. It is important to learn the correct format and way of speaking. This will make you stand out at work.

Be proactive in formatting your emails and choosing the right tone for the situation. In this way, email can become a powerful tool for your development.

With these tips, I'm sure you'll have a better understanding of writing emails in the workplace. Let's start with the basics and polish every detail of your email. In this way, you can communicate better at work.

FAQ

What is the basic structure of English Email?

English emails often contain several parts. These include the Subject, the opening Greeting and the Identification of self.

Also explain why you are sending this letter (Reason for email), state your situation and needs (Describe situation).

This is followed by the Action Plan and Closing line. Finally, there is the Sign-off.

How to Write a Good Email Subject?

A good Email subject should be very concise. It should let people know at first glance what the main point of your letter is.

This is especially important when looking for a job, selling a product, or finding a partner.

How should I use the opening call sign in English Email?

Beginning with Dear or Hi is a polite way of expressing yourself; Dear is more formal and Hi is more intimate.

The choice depends on the familiarity of the recipient and the purpose of your letter. If you're not sure, it's safer to use the more formal Dear.

It is also important to note the use of different titles, such as Mr., Ms. and so on.

How should I introduce myself at the beginning of the email when contacting the recipient for the first time?

When contacting someone for the first time, it is important to introduce yourself clearly. For example, "I'm a student in one of your classes". This will help establish a connection.

Remember to be concise. Only explain what is necessary.

What are some common sentence patterns used to explain the purpose of a letter?

In formal emails, common phrases include "I am writing to V...". Here, V can be substituted with different terms, such as about, regulating.

These sentence patterns help to make your intentions clear. This way, the recipient can quickly understand what you are trying to say.

How can I explain my situation and needs clearly in my email?

The content of the Email should be clear and unambiguous. Introduce your situation and needs. Use simple language that is easy for the recipient to understand.

Begin each paragraph with a topic. This helps the reader to understand the content quickly and avoids making it too long.

What are some common phrases to use in an email about follow-up planning or asking for help?

To ask for help, use the following sentence pattern.
"I would be more than happy to meet at your convenience."
"If you're free, I'm available to meet on X day at X time."
"If you have some free time, would you be able to give me a call?"
These methods will increase the chances of getting a reply.

What statements can be used in Email's conclusion?

At the end of an email, these phrases are often used.
"Please feel free to contact me if you need any further information."
"If you have any questions, please feel free to contact me."
"I look forward to hearing from you soon / meeting you next Tuesday."
This type of sentence helps to end an email politely and increases the likelihood of a reply.

How should the salutation at the end of an email be used in formal and informal situations?

Email closing salutation, depending on the context.
Email to elders or superiors: Yours sincerely, / Sincerely, Best regards, Yours respectfully, / Respectfully, / Sincerely
Email to a friend or colleague: Best wishes, Cheers, Looking forward to hearing from you soon.