Professional English Emails | Write Clearly and Effectively

This lesson will give you an understanding of the format for each of the email examples we’ll cover, as well as tips for making the most of the course, and a few points on the style of the course.

This lesson will provide a broad overview of what you can expect to learn in the course. While it is a high-level overview, the key takeaways for each email example will continually return to these primary learnings.

In this short video, I will introduce the purpose of learning tips and strategies at the beginning of the course before we get into each one.

While nobody can force you to use an outline when writing emails, it can be an extremely powerful tool in crafting a structure that will guide your writing, and help you avoid getting lost.

The bullet list is a simple yet powerful way to communicate information that minimizes opportunities for misunderstandings. Often, if items, requirements, or important details are contained in a standard paragraph, they can easily be missed or ignored. The bullet list avoids that.

A CTA (Call to Action) will be included in almost any email, whether for personal emails or business English emails. The key is knowing which one to use, and when to use it.

Understanding the general structure of a typical email can help you effectively establish a tone, communicate your thoughts in the proper place, and get your reader to take the action you want them to take. Of course, there is still a lot of flexibility and room for creativity.

While it may seem obvious, mistakes can be the difference between landing that job or not. Mistakes can cause others to judge you unfairly, since your email may be their only point of reference.

One of the most common issues with emails is vague and fluffy expression. To a reader who cares about clarity (a lot of people), every wasted word is wasted time and energy.

What language will make your reader click on the email subject? What if they click and feel they’ve been tricked? What if they never click? Let’s explore these questions in this lesson.

Writing an email is fundamentally different from writing a novel. If you fill your emails with beautiful language, believe it or not, people may dread seeing your name in their inbox.

When should you stop one paragraph and start another? Is it okay for one sentence to stand in a paragraph by itself? Should you indent? Let’s discuss!

This lesson is for a specific set of email writers who may not yet grasp the impact that punctuation style can have on an email reader. Is that you?

Tone follows purpose. If you can fully grasp this principle, you will spare yourself the pain of many awkward email exchanges.

What makes an email ‘polite’ or ‘formal’ or ‘casual’? Also, how should you decide to be formal, or not? Is there a clear rule to apply? At least, let’s shed some light on this.

In this lesson, learn when to use shortened words (like jargon), and whether or not you should use new expressions you’ve picked up.

Should an email be treated as a text? Well, sometimes it can be, but it really depends on the situation. Let’s discuss.

Scenario: A customer has ordered a package that should have arrived on Tuesday. There was a mixup with the express delivery service. Rather than explaining the full situation (because that would come across as blaming others), the Customer Service person will send an email to apologize and extend a special offer.

Scenario: A customer has ordered a package that should have arrived on Tuesday. There was a mixup with the express delivery service. Rather than explaining the full situation (because that would come across as blaming others), the Customer Service person will send an email to apologize and extend a special offer.

Scenario: A customer has ordered a package that should have arrived on Tuesday. There was a mixup with the express delivery service. Rather than explaining the full situation (because that would come across as blaming others), the Customer Service person will send an email to apologize and extend a special offer.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: A loyal Voov customer is curious about what may be coming soon, including products offered and potential service options. Kari needs to address each question.

Scenario: A loyal Voov customer is curious about what may be coming soon, including products offered and potential service options. Kari needs to address each question.

Scenario: A loyal Voov customer is curious about what may be coming soon, including products offered and potential service options. Kari needs to address each question.

Scenario: A loyal Voov customer is curious about what may be coming soon, including products offered and potential service options. Kari needs to address each question.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Kelly has just been hired at her dream company, Digical. There was a special meeting for her and a few other employees to introduce themselves. Afterward, Kelly began the onboarding process. One step is to get a computer with access to certain necessary applications, as well as a security badge. Unfortunately, Kelly is having some difficulty doing this and needs help.

Scenario: Kelly has just been hired at her dream company, Digical. There was a special meeting for her and a few other employees to introduce themselves. Afterward, Kelly began the onboarding process. One step is to get a computer with access to certain necessary applications, as well as a security badge. Unfortunately, Kelly is having some difficulty doing this and needs help.

Scenario: Kelly has just been hired at her dream company, Digical. There was a special meeting for her and a few other employees to introduce themselves. Afterward, Kelly began the onboarding process. One step is to get a computer with access to certain necessary applications, as well as a security badge. Unfortunately, Kelly is having some difficulty doing this and needs help.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Gus is the leader of a marketing team responsible for helping athletics brands with their campaigns. He has just finished a meeting with his team to go over some of the upcoming projects the team will be working on. His goal is to make sure everyone is on the same page.

Scenario: Gus is the leader of a marketing team responsible for helping athletics brands with their campaigns. He has just finished a meeting with his team to go over some of the upcoming projects the team will be working on. His goal is to make sure everyone is on the same page.

Scenario: Gus is the leader of a marketing team responsible for helping athletics brands with their campaigns. He has just finished a meeting with his team to go over some of the upcoming projects the team will be working on. His goal is to make sure everyone is on the same page.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Toph is an HR manager at Tribop and needs to let the whole company staff know about an upcoming event that they must attend. She needs to make sure people know about the upcoming workshop related to their healthcare benefits, and that attendance is not optional.

Scenario: Toph is an HR manager at Tribop and needs to let the whole company staff know about an upcoming event that they must attend. She needs to make sure people know about the upcoming workshop related to their healthcare benefits, and that attendance is not optional.

Scenario: Toph is an HR manager at Tribop and needs to let the whole company staff know about an upcoming event that they must attend. She needs to make sure people know about the upcoming workshop related to their healthcare benefits, and that attendance is not optional.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Jing teaches after-school classes at a training center in her city but recently has come down with a case of strep throat. She needs to let her boss know that she will be taking a week off and provide proof of her illness.

Scenario: Jing teaches after-school classes at a training center in her city but recently has come down with a case of strep throat. She needs to let her boss know that she will be taking a week off and provide proof of her illness.

Scenario: Jing teaches after-school classes at a training center in her city but recently has come down with a case of strep throat. She needs to let her boss know that she will be taking a week off and provide proof of her illness.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

While you may be familiar with many of the common ways to close an email, how do you know which one to use in which situation? Some are more formal, some neutral, and others very casual. Let's first discuss the main purpose of salutations before getting into examples.

While you may be familiar with many of the common ways to close an email, how do you know which one to use in which situation? Some are more formal, some neutral, and others very casual. Let's explore the most common ones in detail.

Scenario: Kelly wants to make sure the head developer on her team knows what she has been working on, just in case it affects his work. Amed and Kelly are on friendly terms but work on different aspects of the project.

Scenario: Kelly wants to make sure the head developer on her team knows what she has been working on, just in case it affects his work. Amed and Kelly are on friendly terms but work on different aspects of the project.

Scenario: Kelly wants to make sure the head developer on her team knows what she has been working on, just in case it affects his work. Amed and Kelly are on friendly terms but work on different aspects of the project.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Neil, a specialist at a company that makes canvass banners, is emailing a customer during the busy season about a custom order. Any slight mistake could result in huge delays that affect the whole business. Neil needs to confirm certain details of the order and explain why he needs to do so.

Scenario: Neil, a specialist at a company that makes canvass banners, is emailing a customer during the busy season about a custom order. Any slight mistake could result in huge delays that affect the whole business. Neil needs to confirm certain details of the order and explain why he needs to do so.

Scenario: Neil, a specialist at a company that makes canvass banners, is emailing a customer during the busy season about a custom order. Any slight mistake could result in huge delays that affect the whole business. Neil needs to confirm certain details of the order and explain why he needs to do so.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Lyubov, a consultant, will be working on a project with a financial company for the next few months. She wants to confirm a few important details before things get started.

Scenario: Lyubov, a consultant, will be working on a project with a financial company for the next few months. She wants to confirm a few important details before things get started.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Karina is a secretary in an HR department and is responsible for scheduling applicant interviews. She wants to provide Karl with a range of available times and have him confirm which one is best (to avoid many emails back and forth).

Scenario: Karina is a secretary in an HR department and is responsible for scheduling applicant interviews. She wants to provide Karl with a range of available times and have him confirm which one is best (to avoid many emails back and forth).

Scenario: Karina is a secretary in an HR department and is responsible for scheduling applicant interviews. She wants to provide Karl with a range of available times and have him confirm which one is best (to avoid many emails back and forth).

Scenario: Karina is a secretary in an HR department and is responsible for scheduling applicant interviews. She wants to provide Karl with a range of available times and have him confirm which one is best (to avoid many emails back and forth).

Scenario: Grace Young is the mother of middle-schooler Nectar. Nectar has an upcoming science fair project to create and has brought home the guidelines. Grace needs to confirm a few of the details to make sure she hasn't misunderstood.

Scenario: Grace Young is the mother of middle-schooler Nectar. Nectar has an upcoming science fair project to create and has brought home the guidelines. Grace needs to confirm a few of the details to make sure she hasn't misunderstood.

Scenario: Grace Young is the mother of middle-schooler Nectar. Nectar has an upcoming science fair project to create and has brought home the guidelines. Grace needs to confirm a few of the details to make sure she hasn't misunderstood.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Hugo is ready to apply for his Ph.D. in the sciences and needs to find out the steps for sending an application to his dream school, UW (University of Whatever). It's important that his request is not missed by the busy recipient.

Scenario: Hugo is ready to apply for his Ph.D. in the sciences and needs to find out the steps for sending an application to his dream school, UW (University of Whatever). It's important that his request is not missed by the busy recipient.

Scenario: Hugo is ready to apply for his Ph.D. in the sciences and needs to find out the steps for sending an application to his dream school, UW (University of Whatever). It's important that his request is not missed by the busy recipient.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Kelly, a design contractor at a company called Digical, is trying to get a few more details about the project she is about to begin. Cassandra will likely be able to give these details since she is in contact with the client company, Voov. Kelly decides to use bullet points, and also wants to leave the door open for additional information that Cassandra may want to include.

Scenario: Kelly, a design contractor at a company called Digical, is trying to get a few more details about the project she is about to begin. Cassandra will likely be able to give these details since she is in contact with the client company, Voov. Kelly decides to use bullet points, and also wants to leave the door open for additional information that Cassandra may want to include.

Scenario: Kelly, a design contractor at a company called Digical, is trying to get a few more details about the project she is about to begin. Cassandra will likely be able to give these details since she is in contact with the client company, Voov. Kelly decides to use bullet points, and also wants to leave the door open for additional information that Cassandra may want to include.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Sai wants Maria to give her an inventory document in the form of a PDF. She also wants her to know that it is actually at the request of someone else, Ingrid. She separates each piece of information so that nothing is missed, and keeps it as simple as possible.

Scenario: Sai wants Maria to give her an inventory document in the form of a PDF. She also wants her to know that it is actually at the request of someone else, Ingrid. She separates each piece of information so that nothing is missed, and keeps it as simple as possible.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Luke needs to find out, from the department of the Bursar at the university he's about the attend, how he can get the scholarship money that he has qualified for. The answer may require several steps and be somewhat detailed, so Luke provides as many details as he thinks the Bursar's office may need to answer his question.

Scenario: Luke needs to find out, from the department of the Bursar at the university he's about the attend, how he can get the scholarship money that he has qualified for. The answer may require several steps and be somewhat detailed, so Luke provides as many details as he thinks the Bursar's office may need to answer his question.

Scenario: Luke needs to find out, from the department of the Bursar at the university he's about the attend, how he can get the scholarship money that he has qualified for. The answer may require several steps and be somewhat detailed, so Luke provides as many details as he thinks the Bursar's office may need to answer his question.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.