Edublog - Learn How To Write A Good Email
- Learn English with NETOL
- Jan 26
- 9 min read
Updated: 6 days ago
Learn How To Write A Good Email
The Top 10 Ways People Communicate Today
Today, people use many different ways to communicate with each other. We talk to family, friends, classmates, and coworkers every day. Some ways of communicating are in person, and some use phones or the internet. People may choose different ways depending on where they are and who they are talking to. This list shows the top 10 common ways people communicate today, with simple descriptions and examples to help you understand each one.
Here are the top 10 common ways people communicate:
Ways People Communicate #1
Face‑To‑Face Conversations
Description:
Talking in person is very direct. We can see body language and facial expressions.
Example:
Talking with a friend during lunch
Having dinner with your family and sharing news
Chatting with a friend when you meet up
Ways People Communicate #2
Phone Calls
Description:
Phone calls allow us to speak without seeing the person. Tone of voice is important.
Example:
Calling your mom to let her know you arrived safely
Phoning a grandparent to check in
Calling a friend to make plans
Ways People Communicate #3
Text Messages
Description:
Texting is fast and informal. It is common with friends and family.
Example:
Texting a friend, “Want to hang out today?”
Sending a quick message to your sibling
Texting your family group to say you’re on your way home
Ways People Communicate #4
Emails
Description:
Emails are used for school, work, and formal messages. They are clear and organized.
Example:
Emailing a relative who lives far away
Sending photos to family members by email
Writing a longer message to a friend to keep in touch
Ways People Communicate #5
Social Media Messages
Description:
People communicate through platforms like Facebook or Instagram. These messages are usually informal.
Example:
Sending a private message to a cousin on Facebook
Chatting with a friend on Instagram
Replying to a message from a family member on social media
Ways People Communicate #6
Video Calls
Description:
Video calls combine speaking and seeing the other person, like Zoom or Teams.
Example:
Video calling grandparents who live in another city
Having a family video chat for a birthday
Video calling a friend to talk face‑to‑face
Ways People Communicate #7
Voice Notes and Memos
Description:
Voice notes and memos are recorded spoken messages. They are useful when typing is difficult or when you want to explain something more clearly using your voice.
Example:
Sending a voice message to a friend explaining a story
Leaving a voice note for a sibling with a reminder
Recording a message for a family member when typing is inconvenient
Ways People Communicate #8
Group Chats
Description:
These help people communicate in groups, such as classmates or coworkers.
Example:
A family group chat to plan a holiday
A group chat with friends organizing a get‑together
Messaging siblings together in one chat
Ways People Communicate #9
Online Forums
Description:
People ask questions and share ideas online using written messages.
Example:
Asking for advice in a parenting or family forum
Sharing family experiences in a community group
Reading and posting in forums about shared hobbies with friends
Ways People Communicate #10
Letters
Description:
Letters are less common today, but are still used for official communication.
Example:
Writing a holiday card to a relative
Sending a handwritten letter to a grandparent
Mailing a thank‑you note to a family friend
Introduction to Email Writing
Writing an email is an important skill. Emails help us communicate clearly, politely, and professionally. We use emails to talk to teachers, managers, offices, and people we do not know well.
Email writing can be informal or formal.
Informal emails are casual. We write them to friends or family.
Formal emails are polite and respectful. We use full sentences and correct grammar. These are used for teachers, bosses, and official communication.
Learning how to write a good email helps you make a good impression and avoid misunderstandings.
Email Writing Vocabulary
Email Vocabulary #1
To
To:
The To field shows the main person or people who will receive the email.
Email Vocabulary #2
Subject
Subject:
The subject is a short line that tells the reader what the email is about.
Email Vocabulary #3
Carbon Copy - CC
Carbon Copy - Cc:
Carbon Copy (Cc) is used to send a copy of the email to someone who should see it but does not need to reply.
Email Vocabulary #4
Blind Carbon Copy - Bcc
Blind Carbon Copy - Bcc:
Blind Carbon Copy (Bcc) sends a copy of the email to someone without other people seeing their email address.
Email Vocabulary #5
Send
Send:
To send an email means to deliver it to the people listed in the email.
Email Vocabulary #6
Schedule Send
Schedule Send:
Schedule send lets you choose a future date and time to send an email.
Email Vocabulary #7
Save Draft
Save Draft:
To save a draft means to keep the email without sending it yet.
Email Vocabulary #8
Discard
Discard:
To discard an email means to delete it without saving or sending it.
Email Vocabulary #9
Attach
Attach:
To attach a file means to add a document, picture, or other file to the email.
Tips for Writing Good Emails
1. Use the Correct Recipient
Always check that the email address is correct. Sending an email to the wrong person can cause problems.
Example:
2. Write a Clear Subject Line
The subject should be short and clear. It tells the reader why you are writing.
Subject examples:
Question about Homework
Absence Notification
Request for Meeting
A clear subject helps the reader understand your email quickly.
3. Use a Polite Greeting
Start your email with a formal greeting. Always include a comma.
Examples:
Dear Mr. Smith,
Hello Ms. Johnson,
Good morning, Professor Lee,
Greetings Dr. Brown,
To Whom It May Concern,
4. Write a Clear Body (Reason for Writing)
The body is the main part of the email. Explain your reason clearly and politely.
Example:
“I am writing to inform you that I will be absent from class next week due to a family matter.”
5. Be Polite and Respectful
Use polite language such as please, thank you, and I appreciate your time.
6. Keep Sentences Short and Clear
Short sentences are easier to read and understand.
7. Say Thank You
Always thank the reader for their time or help.
Example:
“Thank you for your understanding.”
8. Use a Formal Closing
End your email politely and include a comma.
Examples:
Sincerely,
Best regards,
Kind regards,
Yours faithfully,
Respectfully,
9. Add Your Signature
Write your full name so the reader knows who you are.
Example: Josy Dorane
10. Use Proper Spacing
Leave a space between each part of the email. This makes it easier to read and understand.
The Importance Of Writing Email Addresses Correctly
Writing the correct email address is very important because it determines whether your message reaches the right person. Even a small mistake—one missing letter or symbol—can cause the email to fail or be delivered to the wrong recipient. Unlike spelling mistakes in the email message, an incorrect email address can stop communication completely.
What Happens When People Make Mistakes in Email Addresses
When an email address is written incorrectly, several things can happen:
The email will bounce back with an error message.
The email may be sent to the wrong person.
The recipient will never receive the message.
Important information, deadlines, or instructions may be missed.
The sender may appear unprofessional.
The 7 Important Parts Of An Email
Parts of an Email
Part 1
Recipient
This is the email address of your teacher. Always check it carefully.
Part 2
Subject
The subject tells the teacher what the email is about. It should be short and clear.
Why keep it short? A short subject helps the teacher understand your email quickly.
Examples:
Absence from Class
Homework Question
Request for Help
Part 3
Greeting
Start with Dear and a title. Use a comma.
Formal greetings:
Dear Mr. Smith,
Dear Mrs. Johnson,
Dear Ms. Brown,
Dear Dr. Lee,
Dear Professor Adams,
Part 4
Body / Reason
This is the main message. Explain why you are writing.
Example: “I am writing to tell you that I cannot attend class next week.”
Part 5
Thank You
Thank the teacher for their time.
Example: “Thank you for your understanding.”
Part 6
Closing
End the email politely.
Formal closings:
Sincerely,
Best regards,
Kind regards,
Yours faithfully,
Respectfully,
Part 7
Signature
Write your full name.
Special Note:
Spacing Is Important!
Leave a space between each part of the email. This makes the email easier to read and more polite.
Using Titles In Formal Email Greetings Correctly
Mr. - Mrs. - Ms. - Miss
When we write a formal email, we often use titles like Mr., Mrs., Ms., or Miss. These titles show respect and help us address people correctly. Let's learn what each one stands for and when to use them.
Mr. stands for Mister
"Mr." is a title that is used for a man, and it should be written before a man’s last name.
For example, if a man's name is John Smith, we write "Mr. Smith." It does not matter if he is married or not.
Mrs. stands for Mistress
"Mrs." is a title that is used for a married woman, and it should be written before a married woman's last name.
For example, if a woman's name is Mary Johnson and she is married, we write "Mrs. Johnson."
Ms. stands for Miss
"Ms." is a title that is used for a woman when you are unsure if she is married or not, and it should be written before a woman's last name. It is a neutral title that does not indicate marital status. If you are unsure, Ms. is always a safe choice.
For example, if a woman's name is Sarah Brown, we write "Ms. Brown."
Miss
"Miss" is a title that is used for. a single woman, and it should be written before a single woman's last name.
For example, if a woman's name is Emily Davis and she is not married, we write "Miss Davis."
Using Titles When Writing Emails
When writing emails, it is polite to use these titles. Start your email with a proper formal greeting, such as "Dear" and the correct title. For example:
Dear Mr. Smith,
Dear Mrs. Johnson,
Dear Ms. Brown,
Dear Miss Davis,
Remember to use a comma after the name. This shows respect and makes your email polite. Always check if you know the person's preference for their title. If you are not sure, "Ms." is a safe choice for women.
Formal and Informal Email Greetings
Formal Greetings | Informal Greetings |
Dear Mr. Smith, | Hi John, |
Dear Ms. Lee, | Hi Sarah, |
Dear Dr. Brown, | Hello Alex, |
Dear Professor Green, | Hey Mike, |
Dear Hiring Manager, | Hey! |
Dear Sir or Madam, | Hi there, |
Dear Customer Service Team, | Hello! |
Dear Team, | What’s up? |
Good morning Mr. Adams, | Hi everyone, |
To whom it may concern, | Hey guys, |
Formal and Informal Email Closings
Formal Closings | Informal Closings |
Sincerely, | Thanks, |
Kind regards, | Thanks so much, |
Best regards, | Cheers, |
Respectfully, | See you, |
Yours truly, | Talk soon, |
With appreciation, | Best, |
Thank you for your time, | Take care, |
Cordially, | Catch you later, |
Yours sincerely, | Bye, |
Faithfully, | 😊 |
Writing A Formal, Semi-Formal & Informal Email
Formal, semi-formal, and informal emails are different in how serious and friendly they sound.
Formal Email Example
A formal email uses polite language, full sentences, and a proper greeting, and it is used for important work or when you do not know the person well.
Semi-Formal Email Example
A semi-formal email is still polite but more relaxed, and it is common for email with coworkers.
Informal Email Example
An informal email is friendly and casual, uses simple words, and is often written to close coworkers or friends.
Writing A Formal Email To Your Teacher
Writing a formal email to a teacher is very important. Learning how to write a proper email to a teacher can help you communicate clearly and politely about your studies. Let's review the parts of the email that must be included in the email:
Parts Of An Email
Recipient – The person you are emailing
Subject – A short reason for your email
Greeting – A polite opening
Body / Reason – Why you are writing
Thank You – Shows appreciation
Closing – A polite ending
Signature – Your name
Example Of A Formal Email
From A Student To A Teacher
Parts Of An Email That Is Written To A Teacher
Recipient – robinard.smith@school.com
Subject – Absence Notification
Greeting – Dear Mrs. Smith
Body / Reason – I hope this message finds you well. I am writing to inform you that I will be absent from school for five days due to a family obligation. I will miss classes from February 10th to February 14th. I will make sure to catch up on all assignments and classwork during my absence.
Thank You – Thank you for your understanding
Closing – Sincerely
Signature – Josy Dorane
Concluding Thoughts On Writing Good Email
In conclusion, people communicate in many different ways today, both in person and by using technology. Each way of communication is useful, depending on the situation and the relationship between the people. Email is one of the most important ways people communicate at school, at work, and in everyday life. Learning how to write emails properly helps us share information clearly, politely, and professionally. Using a clear structure, a good subject line, polite greetings, and correct email addresses can help prevent mistakes and misunderstandings. Good email writing also helps us make a positive impression and show respect to the reader. By improving our email writing skills, we become more confident and better prepared for school, work, and official communication.
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Written by: Nicole WT
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