Writing a clear email

How to write an email that gets read, and gets answered. Here's a new email. It has three main parts. Who it's going to, the subject, and the message.

Five parts of a good email

First, the To box. Type the address carefully. One wrong letter, and it goes to the wrong person, or nowhere. Second, the subject. In a few words, say what the email is about, so the reader knows before they open it. Third, a greeting. Use Dear and their name for formal emails, or Hello or Hi for friends. Fourth, the message. Say who you are and what you want, in short, clear sentences. And finally, a polite sign off, like Thank you, or Kind regards, followed by your name.

Formal and friendly

Use a formal style for teachers, employers and organisations: Dear, full sentences, and a polite sign off. With friends and family, a friendly style is fine. Hi, short sentences, and just your first name.

Before you press Send

Check your spelling, especially the person's name. Don't write in all capitals. It looks like shouting. Stay polite, even if you're upset. You can't take an email back once it's sent. And if you mention an attachment, make sure you've actually attached it.

Quick check

Quick check. Which subject line is best? Request for my school certificate. It tells the reader exactly what the email is about. Options: Hello; (no subject); Request for my school certificate; URGENT!!!!.

Recap

A good email has the right address, a clear subject, a greeting, a short message and a sign off. Use a formal style for school and work, and a friendly style for friends. And check everything before you press send.

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