How to write an email (with examples you can copy)
Almost every good email has the same six parts. Fill them in, read it once, and send.
Quick answer
Write a clear subject line, a greeting ("Hi Sam,"), one opening sentence that says why you are writing, the details in short paragraphs, a clear request ("Could you confirm by Friday?"), and a sign-off with your name. Then check the address and attachments before you press Send.
The six parts of an email
- Subject line. 3 to 8 words that say what it is about: "Invoice 1042 is attached" beats "Hello".
- Greeting. "Hi Sam," for most people, "Dear Ms. Patel," for formal letters, "Hello," when you do not know the name.
- Opening line. Say why you are writing. Skip "I hope this finds you well" if you are in a hurry; it is optional.
- Body. The details. One idea per paragraph, two to four sentences each.
- Call to action. What do you need, from whom, and by when?
- Sign-off and name. "Thanks," or "Best," then your name. See sign-offs.
How to send an email, step by step
- Open your email (Gmail, Outlook, Yahoo or the Mail app).
- Click Compose (Gmail), New mail (Outlook) or the pencil icon (phone apps).
- Type the address in the To box. Use Cc for people who only need to know, and Bcc to hide addresses from each other, for example when emailing a group of parents.
- Add the subject and write the message.
- To attach a file, click the paper clip.
- Read it once, then click Send.
Example: a work request
Subject: Quote for 20 office chairs by June 12
Hi Daniel,
We're setting up a new office and would like a quote for 20 task chairs like the model on your website (Ergo 300, black).
We need delivery to Clearwater, FL by June 30. Could you send a price, including delivery, by Friday, June 12?
Thanks,
Maria Gonzalez
Office Manager, Bayside Dental
Example: emailing a teacher or professor
Subject: Missed class on May 3 (BIO 101, Section 2)
Dear Professor Allen,
I was sick and missed class on Friday, May 1. Could you tell me if there was an assignment I should make up? I've already read Chapter 6.
Thank you,
Jordan Lee
Student ID 204518
Example: a job application
Subject: Application: Front Desk Coordinator – Jordan Lee
Dear Hiring Manager,
I'm applying for the Front Desk Coordinator role posted on Indeed. I have three years of front desk experience at a busy dental office, and I'm comfortable with Dentrix and multi-line phones.
My résumé is attached. I'd welcome the chance to talk this week.
Sincerely,
Jordan Lee
(813) 555-0199
Checklist before you hit Send
- Is the To address right? Autocomplete picks the wrong "Sam" more often than you think.
- Did you attach the file you mentioned?
- Are the request and the deadline clear?
- Would you be fine if it were forwarded? Email often is.
- Is it short enough to read on a phone?
Writing in a hurry? Gmail and Outlook both let you undo send for a few seconds after you click Send. Gmail lets you set this to 5, 10, 20 or 30 seconds in Settings › See all settings › General › Undo Send.
Questions people ask
- How long should an email be?
- Most good work emails are under 150 words. If it takes more than three short paragraphs, consider a call or an attachment.
- What is the difference between Cc and Bcc?
- Everyone can see who is in To and Cc. Nobody can see who is in Bcc. Use Bcc when sending to a group who do not know each other.
- Should I start with "Dear"?
- Use "Dear" for formal letters, job applications and people you have never met in a formal setting. "Hi" is normal for most other work email.
Sending one email to a whole list? Check the addresses first with Veml, which removes bad and risky emails before you hit send. (Veml and EmailNa have the same owner.)
Sources checked