Writing e-mails in English

Want to learn how to write better e-mails in English? Then you've come to the right place, because we'll show you how to write your English e-mails more professionally and eloquently. In addition to a typical structure of an e-mail in English Finally, you'll find a sample e-mail that you can use to put the theoretical explanations into practice.

The typical structure of an English e-mail with formulation aids

It is important that you write a clear and well-structured English e-mail to capture the recipient's interest and convey your message effectively. The typical structure of an English e-mail is as follows.

For each point of an ideal English e-mail structure, you will find phrases to help you write a better English e-mail. Use these phrases in your e-mail and start writing professional English e-mails in English.


The subject line is a short, concise description of the purpose of the e-mail. It should be included in every e-mail, otherwise it may be spammed, overlooked, or not considered important by the addressee. A good subject line in an English e-mail summarizes the content of the e-mail in a few words. Here are a few examples of a good English subject line.

  • Follow-up on our meeting
  • Scheduling a call
  • Invitation to an event
  • Clarification needed
  • Request for a meeting
  • Status of the project
  • Preparation of the weekly meeting
  • Important Product Update

Form of address

It is important to choose the right tone and level of formality when addressing someone in an e-mail, depending on the context and relationship with the recipient.

In a formal setting, it is best to use a more formal salutation, while in a casual or personal setting, an informal salutation may be more appropriate. The choice between a formal and an informal salutation in your English e-mail also depends on how well and how long you have known the recipient of your e-mail.

Use the following phrases in your English e-mail:

Formelle Anreden:

  • Dear [Name],
  • Dear Sir or Madam,
  • To who it may concern,
  • Greetings [Name],

Formelle Anreden:

  • Hello [Name],
  • Hey [Name],
  • Hi [Name],

E-mail introduction

Short greeting and transition to the main topic of the email. The reader of your email should immediately know what the rest of your email is about. Do not make the introduction too long and use the following phrasing tools:

  • I hope this E-Mail finds you well.
  • With reference to ...
  • I am writing to inform you about ...
  • In preparation for the upcoming meeting, I would like to inform you about ...
  • Thank you for your email about ...
  • A short while ago I wrote to you about ...

The main body of your e-mail

Clearly and concisely state the purpose of the e-mail, including details, questions, or requirements. Here are a few phrases for typical scenarios in a professional context:

Presentation of information:

  • I wanted to share with you that...
  • I would like to bring to your attention...
  • I thought you might find the following information useful...

Request confirmation or feedback:

  • Could you please confirm if...?
  • Would you be able to provide your thoughts on...?
  • I would appreciate your feedback on...

Request action:

  • Could you please arrange for...
  • I would be grateful if you could...
  • I kindly request that you...

Transition to another topic:

  • Moving on to the next item on the agenda...
  • Let's switch gears and talk about...
  • Before we conclude, I wanted to bring up...


  • Thank you for your assistance with...
  • I greatly appreciate your support on...
  • Many thanks for taking the time to...

Closure and signature

At the end of your English email, say goodbye, close your email with a greeting, and put your signature below it. This way you can formulate the conclusion of your e-mail in English:

Positive closing statements:

  • Thank you for your time and consideration.
  • I appreciate your help with this matter.
  • I look forward to hearing back from you soon.

Formal closing statements:

  • Sincerely
  • Yours truly
  • Best regards

Signature: First and last name, contact details (phone, email), presence in social media channels, company name and other information.

Sample English e-mail

Subject: Request for Meeting to Discuss Project Proposal

Dear Jake,

I hope this e-mail finds you well. I am writing to request a meeting with you to discuss a project proposal that I believe would be of interest to your company.

As you know, our company has a proven track record in delivering successful projects, and I believe that our skills and expertise could be of great value to your team. I would like the opportunity to discuss this proposal in more detail and answer any questions you may have.

If you are available next week, I would be happy to schedule a meeting at your convenience. Please let me know if this is possible and what dates work best for you.

Thank you for considering this proposal, and I look forward to the opportunity to discuss it further.

Best regards,

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