The short version
- Subject line: say what the email is about and what you need. "Approval needed: Q3 budget by Friday".
- First line: the main point or request. Do not make the reader hunt for it.
- Body: only the context they need, in short paragraphs or bullet points.
- Close: the next step, with a date if there is one.
- Sign-off: "Kind regards" or "Thanks", then your name.
Short, clear emails get answered faster. Most readers decide what to do from the subject line and first two sentences.
Subject lines that get opened
- Be specific. "Meeting" is vague; "Moving Tuesday's client call to 3pm?" is clear.
- Put the action first when you need something: "Review needed:", "Question:", "FYI:".
- Include deadlines: "by Thursday 5pm".
- Keep it under about eight words so it fits on a phone screen.
- Update the subject if a thread changes topic.
Greetings
| Situation | Greeting |
|---|---|
| Formal, first contact, senior person | Dear Dr Khan, / Dear Ms Lopez, |
| Most workplace emails | Hello Sarah, / Hi Sarah, |
| Name unknown | Hello Accounts Team, / Dear Hiring Manager, |
| Group | Hi all, / Hello everyone, |
Mirror the other person. If they reply "Hi Tom" to your "Dear Mr Patel", you can relax the tone.
A structure that works
Paragraph 1: purpose. "I'm writing to ask whether you could review the attached proposal by Friday."
Paragraph 2: context. Two or three sentences, or a short list, explaining only what the reader needs to act.
Paragraph 3: next step. "If it's easier, I can walk you through it on a 15-minute call on Wednesday."
Keep one topic per email where possible. Two unrelated requests in one email often get half an answer.
Tone: polite, direct, human
- Be direct but courteous. "Could you send the figures by Thursday?" is clearer and no ruder than "I was just wondering if maybe, when you get a chance...".
- Avoid capital letters and many exclamation marks, which read as shouting or over-excitement.
- Read it as the recipient would, especially when you are frustrated. Written words lose tone of voice. If an email is emotional, wait an hour or talk instead.
- Cut filler: "I hope this email finds you well" is fine occasionally, but not needed in every message.
- Be careful with humour and sarcasm, which rarely survive email.
Sign-offs
- Kind regards / Best regards / Best wishes: safe for almost anything.
- Thanks / Many thanks: when you are asking for something.
- Yours sincerely: formal letters sent as email.
- Add a signature for external emails: name, role, organisation and a phone number if useful.
Before you send: a quick checklist
- The subject line says what you need.
- The request is in the first two sentences.
- Names and details are spelled correctly.
- The attachment is actually attached.
- Only the right people are in To (they must act) and Cc (for information). Use Bcc for large external lists to protect addresses.
- You have checked Reply all is really needed.
Templates
Follow-up
Subject: Following up: website quote
Hi Daniel,
I'm following up on my email from Tuesday about the website quote. Could you let me know by Friday whether you'd like to go ahead? I've attached it again for convenience.
Thanks, Aisha
Request
Subject: Request: access to the sales dashboard
Hello IT Team,
Could you please give me access to the sales dashboard? I've joined the regional team and need it for the weekly report, starting Monday.
Many thanks, Omar Siddiqui, Regional Sales
Introduction
Subject: Introduction: Maria (design) and Ken (marketing)
Hi Maria and Ken,
I wanted to introduce you, as you're both working on the spring campaign. Maria leads our product design and Ken runs the campaign launch. I'll leave you to arrange a time to talk.
Best, Priya
Thank you after an interview
Subject: Thank you: Project Coordinator interview
Dear Ms Ahmed,
Thank you for meeting me today. I enjoyed hearing about the new client portal, and it confirmed my interest in the role. Please let me know if you need anything else from me.
Kind regards, Hamza Ali
For interview preparation itself, see our guide to common interview questions. For formal letters, such as resignations, see how to write a resignation letter.
Key takeaways
- Make the subject line and first sentence carry the message.
- Keep emails short, with one topic and a clear next step.
- Be direct and polite, and reread before sending anything emotional.
- Check names, attachments and recipients every time.