Many learners write long emails because they are afraid of being rude. The result is often unclear. A good email is short, polite and easy to answer.
Start with a greeting
Dear Ms Lee,
If you know the person:
Hi Tom,
Say why you are writing
One sentence. Do not hide it.
I am writing about the meeting on Friday.
Give the important information
Two or three short lines. One idea per line.
I cannot come at 10. I can come at 2. Is that okay?
Ask one clear question
End with a question, so the other person knows what to do.
Could you confirm the time?
Close politely
Thank you. Best regards, Mei Chen
Keep it short
If your email is longer than ten lines, read it again. Can you remove a sentence? Most emails can be shorter.
Words to remember
- greeting — the words at the start, like "Dear"
- confirm — to say that something is true or fixed
- regards — a polite way to end a letter or email
- clear — easy to understand
Questions & answers
Q: Should I use "Dear" or "Hi"?
"Dear" is formal and safe. "Hi" is fine for people you know.
Q: How do I apologise for a late reply?
Say, "Sorry for the late reply." One line is enough.
Q: Is it rude to be short?
No. Short and clear is polite. Long and confusing is not.
Q: Should I check my grammar?
Yes, quickly. Read it out loud once. Then send.
Q: What if I do not know the person's name?
Use "Dear Sir or Madam". Or find the name. A name is always better.