Write an Email: structure and tone
Write a clear, polite email that covers every point in the task, with the right tone for the reader.
In this lesson you will
- Organise an email in four parts
- Choose formal or semi-formal tone
- Cover every bullet point clearly
Learn
Structure: (1) Greeting — Dear Professor Lee, / Hi Sam, (2) Purpose — one sentence saying why you’re writing. (3) Body — one short paragraph per task point, with specific details (dates, times, what you need). (4) Closing — a polite request or thanks, then Best regards, / Thanks, and your name.
Tone: professors, offices and companies → polite and fairly formal (I was wondering if…, Could you…?, I would appreciate…). Classmates → friendly but still clear.
Cover every point. The task lists three things to do; missing one lowers your score. Tick them off.
Be concise. Clear, specific sentences are better than long, general ones. Leave a minute to check grammar and spelling.
Examples
- Purpose: “I’m writing to ask about joining the photography club.”
- Request: “Would it be possible to attend the second half of meetings?”
- Closing: “Thank you for your help. Best regards, Ana”
Vocabulary
purpose
the reason for writing
polite
showing good manners
appreciate
be grateful for
“I would appreciate your advice.”
concise
short and clear
regards
used to end an email politely
“Best regards,”
Practice
Best greeting for a professor?
Writing
Your campus apartment’s heating has not worked for three days. Write an email to the housing office: describe the problem, explain how it affects you, and ask when it will be repaired.
- ☐ Greeting and purpose
- ☐ All three points covered
- ☐ Polite request
- ☐ Closing
Lesson quiz
How many paragraphs should the body usually have?
Review
Key points
- Greeting → purpose → one paragraph per point → closing.
- Polite, clear tone.
- Cover every point; check at the end.
What you learned
- ✓ I can structure an email.
- ✓ I can choose an appropriate tone.
- ✓ I cover every task point.