【Essential English Email Format】 Master Openings, Closings, and Examples in 3 Minutes! Write Professional English Emails Quickly!

English letter formats can be divided into Block Format and Indented Format, the former all paragraphs are aligned from the left boundary, while the latter is indented with 4-5 letter space at the beginning of each paragraph , In terms of punctuation, English letters mainly use "half-shaped" commas (,) and period (.), and ensure that there are appropriate spaces behind the punctuation, and avoid using Chinese full-shaped symbols.

Steps to write an English email

• Subject: Simplify the core content of the letter.
• Opening titles and greetings (Salutation/Greeting): Use formal or semi-formal titles to choose the appropriate tone according to the object.
• Self-introduction – for example "I hope this email finds you well."
• Purpose: clearly express the reason for writing a letter.
• Main content (Email Body): Explain details, make a request or provide information.
• Closing & Signature: end with appropriate honorific words, with name and contact information.

Using GenApe AI Translation , quickly convert Chinese to English, help you easily write professional English letters and improve work efficiency!

Want your English email to be more concise and powerful? Writing skills with three-segment architecture can also be used

• The first paragraph (motivation): straightforward and directly explain the purpose, such as "I am writing to follow up on..."
• The second paragraph (action): Describe in detail the actions that the other party needs to perform, such as "Can you please provide more details about..."
• Paragraph 3 (Conclusion): Reiterate the key points and attach the next steps you are looking forward to, such as "Please let me know if you have any questions."

Using GenApe AI copywriter , you can quickly write a professional, accurate and commercial letter in English, making communication smoother!

The Subject is the content that the recipient sees first and must point directly to the core. , let the other party understand the purpose at a glance, avoid writing the theme into long sentences and using noun phrases to explain the purpose of the letter.

How to write an effective English letter theme?

• Use short and accurate words: the main theme of the letter should be simple and powerful, avoid lengthy sentences, and directly point out the core key points.
• Clear goals: Make sure the subject is highly relevant to the content of the letter and let the recipient know the purpose of your letter.
• Echo the text: The main theme summarizes the key messages in the text to avoid confusion among the recipients, and reduces questions such as "What is the focus of this letter?" and "Do you need a reply?"
• Avoid using full sentences and use key nouns instead: For example, do not write "I want to discuss our meeting schedule" and "Meeting Schedule Discussion".

Keyword examples (different situations)

Job application:

• Error example: "I am applying for the marketing position at your company"
• Correct example: "Application for Marketing Position"

Business negotiation:

• Error example: "We want to discuss the upcoming collaboration"
• Correct example: "Proposal for Collaboration on X"

Meeting Schedule:

• Error example: "Let's schedule a meeting for next week"
• Correct example: "Meeting Request for Next Week"

Key points of the main theme

The writing habits of English letters are different from those of Chinese. English habits first explain the conclusions and then explain the reasons. For example:

• English: "Request for Product Information" (describe the request first, then add details)
• Chinese: "Since we are considering purchasing your company's products, I want to ask for detailed information." (Show the reason first, and then make a request at the end)

Tips for enhancing the influence of letters

• Avoid blank themes and ensure that the recipient understands the credit intention as soon as possible.
• You can add dates or specific information in time, such as "Meeting Confirmation - July 10" to increase the opening rate.

When writing English letters, The beginning of the title (Greeting) and greeting (Salutation) are the key to affecting professionalism and politeness. It is recommended to use Dear + title + surname.

The beginning of the official letter

• Dear Mr. Smith, (male, known last name)
• Dear Ms. Johnson, (female, known last name)
• Dear Dr. Brown, (doctor, doctor, professor and other professionals)
• Dear Hiring Manager, (cover letter is applicable, object unknown)
• To Whom It May Concern, (for official or official letters)

The beginning of an informal letter

• Hi John,
• Hello Lisa,
• Good morning, Mike, (suitable for first time contact, more friendly but still professional),

How to choose the right title?

• Mr.: Applicable to all men, regardless of marital status.
• Ms. (Ms.): Applicable to all women regardless of marital status (the safest option).
• Miss.: Only suitable for unmarried women, it is rarely used now.
• Mrs.: It is suitable for married women, but if you are not sure about your marital status, please use Ms.
• Dr. / Prof. (PhD/Professor): Suitable for professionals with medical or academic titles.

When writing English letters, The content must be simple and clear to ensure that the recipient can quickly understand the purpose of the letter and take corresponding actions. , The standard English letter content can be divided into four core parts:

Self-introduction

If it's your first contact, you should briefly introduce yourself and your relationship with the recipient

• "My name is John Doe, and I am a marketing manager at XYZ Company."

If it's a reply email, you can start with thanks:

• "Thank you for your prompt response."

Indicate the purpose of writing the letter (Purpose of Email)

Let the recipient know what your letter is the first to know!

• "I am writing to inquire about..." (I wrote this letter to ask...)

Avoid being too direct and imperative tone, such as "I want..." or "Give me...", and it is recommended to use "I would like to..." to make the tone more polite 。

Main content (Email Body)

The body of the letter clearly states the requirements and ensures that blank lines are used between paragraphs.

• "I am writing to inquire about the availability of your product in our region."

Call to Action & Closing

It is necessary to clearly demonstrate that you hope for the other party’s follow-up actions.

• "Please let me know your availability for a meeting next week."

Depending on the degree of formality and communication objects, you can choose an appropriate ending and attach an signature , ensure that the letter is complete.

Official letter ending

Common formal endings

• "Best regards,"
• "Sincerely," (sincerely)

Semi-formal letter ending

Common semi-formal endings

• "Best," (short version Best regards)
• "Kind regards," (kind greetings)

End of informal letters

Common informal endings

• "Cheers," (similar to "bye bye" or "thank you")
• "Take care," (Take care)

Provide contact information or assistance to the other party

If further assistance is required, it can be done before the end.

• "If you have any questions, please don’t hesitate to contact me."

Ending tips

Things to note

• The first letter should be capitalized (such as "Best regards," instead of "best regards,")
• Add a comma after the ending (such as "Sincerely," instead of "Sincerely.")
• After the ending, write a name and title

Not applicable to the ending of formal occasions

• "Love," (only for private mail)
• "XOXO," (informal, similar to "Hug and kiss")
• "See ya," (too casual, not suitable for business letters)

Want to quickly write a correct and professional English letter? Using GenApe AI Writing , help you generate it in one click .