How to write a letter or email in English: A top vocabulary guide
Writing letters and emails in English can be a interesting challenge for non-native speakers. And if you use a computer for work, you’ll definitely need to learn how to do it.
If you use English at your workplace, need to communicate with English-speaking clients, or even use a service in an?English-speaking country,?you’ll need to learn how to write emails and letters in English.
The good news is that once you learn the principles of writing different types of letters and emails in English, such as the most appropriate greetings and sign-offs, how to format your letters, and how to open them, writing them becomes effortless.
And we’re all about making learning English as easy as possible, which is why we’ve created this complete guide on how to write letters and emails in English - including tables with the most common expressions and other useful tips.
Why learn how to write a letter in English?
So, why should you even bother learning to write a letter or an email in English? Well, because it’s part of your daily life.
You use written forms of communication daily: from writing motivational letters for job applications to sending a neverending stream of emails at work, you can’t escape writing letters or emails.
And when you're dealing with an English-speaking client or coworker or applying for a job that demands advanced English skills, you need to be on top of your letter-writing game. Mastering this art will not only make you appear more professional but also help you get your point across and express yourself more effectively.
Key letter writing vocabulary to keep in mind
Before we go any further, let’s make sure we’re on the same page when it comes to letter-related vocabulary. Take a look at this table of essential letter-writing terminology.
A4 size/?e? ?f??r sa?z/
The standard paper size used in many countries measuring 210 × 297 millimeters.
Letter size/?l?t?r sa?z/
The standard paper size used in North America, measuring 8.5 × 11 inches. Envelope/??nv??lo?p/ A paper covering used to enclose a letter or document before mailing it.
Letterhead/?l?t?rh?d/
A printed heading at the top of a letter, usually displaying the sender's information.
Email/?i?me?l/
An electronic message sent over the internet or a computer network.
Post mail/po?st me?l/
The traditional method of sending letters or packages through a postal service.
Salutation/?s?lju?te???n/
The greeting used at the beginning of a letter or email, such as "Dear," "Hello," or "Hi."
Body/?b?di/
The main content or message of a letter or email.
Signature/?s?ɡn?t??r/
A person's name or personalized mark written at the end of a letter or email.
Formal/?f??rm?l/
Following established conventions and manners, often used in professional or official correspondence.
Informal/?n?f??rm?l/
Casual and relaxed, used in friendly or personal correspondence.
Attachments/??t?t?m?nts/
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Files or documents that are included and sent along with an email.
Complimentary closing/?k?mpl??m?nt?ri ?klo?z??/
A polite phrase used to end a letter, such as "Sincerely," "Best regards," or "Yours truly."
Reply/r??pla?/
A response or answer to a letter or email.
Subject line/?s?bd??kt la?n/
A brief description or title that summarizes the content of an email.
CC/?si??si?/Abbreviation for "carbon copy," used to indicate additional recipients of an email.
BCC/?bi??si??si?/
Abbreviation for "blind carbon copy," used to indicate hidden recipients of an email.
Draft/dr?ft/
A preliminary version of a letter or email, usually not yet finalized or sent.
Urgent/???rd??nt/
Requiring immediate attention or action.
How to write a formal or business letter in English
Writing a formal letter in English requires knowledge of?business English?and being fluent in corporate speak. It involves saying things professionally and politely, regardless of whether it’s praise or complaint.
What’s more, when writing a formal or business letter in English, you must follow a specific layout that includes putting information like reference numbers, addresses, and dates in specific places on the document.
Structuring a formal letter in English
While formal emails follow a simple Salutation - Body - Signoff structure, a formal letter has a slightly more complex layout.
There’s some visual flexibility when it comes to the letter layout. Still, typically, a formal letter should have the sender details mentioned in the top left corner of the document (such as your name, address, email, and phone number) and the recipient details on the right-hand side, below the sender details. And below all that, you’d start with a formal greeting.
How to write an email in English
How you write an email in English - or in any other language, for that matter - will depend on the nature of the email and its recipient. So, when writing your emails, always make sure they’re appropriate for their intended use (no one wants to send an overly casual email to their overly serious boss).
But aside from that, here are some general tips for writing emails you should always follow:
Epic email sign-offs that’ll make you chuckle
Yes, we just went over a huge list of ways to start and end your letters and emails in English. But that doesn’t mean you can’t be original. It’s 2023 - at this point, everything is allowed, even signing off your work emails in a funny way.
Here are some of the most epic email sign-offs that made us laugh:
Toodaloo!
After this exhaustive list of letter greetings, sign-offs, and first sentences, we hope you feel more confident to write your next motivation letter, business email, love note or even apply for a job!
But even though now you know the expressions that can get you started with your next letter, remember that practice makes perfect. The more letters and emails you write, the better you’ll get at writing them. And one day, you won’t need to read blog articles like this one to write a masterfully worded letter.