How to Structure an Email in 5 Easy Steps

Use this 5 step formula to construct all of your outgoing email!

Hello * The Point * Additional Information if Desired or Necessary * Nice Nice *



Let's say you are writing an email to Arundhati Roy. Your "hello" should be one of these:


Hi Arundhati,

Hello Arundhati,

Good morning Arundhati,

Good afternoon Arundhati,

Good evening Arundhati,



Good morning,

Good afternoon,

Good evening,

Ms. Roy

Hi Ms. Roy,

Hello Ms. Roy,

Good morning Ms. Roy,

Good afternoon Ms. Roy,

Good evening Ms. Roy,

Dr. Roy

Hi Dr. Roy,

Hello Dr. Roy,

Good morning Dr. Roy,

Good afternoon Dr. Roy,

Good evening Dr. Roy,

I begin my emails with Hi, or with Hi + the first name of the person or the people I am addressing. The comma is mandatory. Going to the next line after the comma to begin the body of the email is also standard.

The Point

Think about why you are writing the email. What is your main reason? Here are the possibilities.

You want to ask a question.

You want to answer a question.

You want to volunteer information.

You want to make a request.

You want to thank.

You want to

Expose yourself to English in an interactive way on a daily basis. Reading and listening and watching are passive activities, however you can make them active activities by taking note of new or interesting vocabulary and expressions, imitating verbatim what you hear or isolating a sentence and altering the subject and/or the object to make the sentence reflect your reality. Speaking and writing are active activities. Unless you are engaged in back and forth translation, or doing online exercises you might need to look for someone to check your output and give you feedback. One great, and rather natural way, to engage in writing and speaking is to have a conversation in writing and/or with voices, in person or remotely. The feedback will be the response to your output. If you were incoherent or if you communicated something that you did not mean, you will know immediately based on what response your output stimulates.

Additional Information if Desired or Necessary

Additional information is optional. Include it only if you believe that the additional information will help or encourage the receiver to answer your question, comply with your request or otherwise appreciate the information that you are sharing in your point.

Nice Nice

This is optional however if your come from a contextual vs task oriented language/culture you might feel weird not including this. A nice-nice is something like: How are you? Have a nice day. I trust everything is going well with you.


This is your signature block. It consists of a exit salutation followed by a comma, The next line is your name. The next line is your full name, followed by your job title and your contact information on subsequent lines. Here is an example of a "good-bye"


🌹 Nia

Niamaat Online English Teacher +52 33 2235 2989 Get Better English Now

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