Writing emails

Basic structure of sending emails:

To: The person you are addressing in your email.

Cc: Anyone you would like to have a copy of the email (but it’s not addressed to them) e.g. your manager). Everyone can see you´ve included them in the email.

Bcc: Similar to Cc, this is for someone you would like to have a copy of the email but nobody will see that this person has been sent a copy of the email.


An email should start with an opening phrase indicating who the email is for, followed by the main body of the email, then a closing phrase with our name.

01. Opening phrases:

Formal emails should always use Mr, Ms, Mrs or Miss if you know the name of the person.

If you don´t know the name of the person you can write ´Sir/Madam´or ´To whom it may concern´.

E.g. Dear Sir/ Madam,  |  To Whom it may concern, Good Afternoon Mr Smith,

Informal emails can address the person by their first name.

E.g. Hi Lauren, Morning Ben, To Holly,  |  Hi there Matt, 

02. Closing phrases:

· Regards,
· Kind regards,
· Yours sincerely,
· Yours faithfully,
· Best wishes,

· All the best,
· Thanks,
· Cheers,
· See you soon,


01. Opening and closing phrases should always end with a comma.

02. If you’re writing a formal email you shouldn’t use contractions, write the word out in full e.g. I am not I’m.

03. Make sure your sentences aren’t too long. Break them up with commas and full stops.

04. Try to keep your email as short as possible while still including all the necessary information. People will tend to ignore or stop reading emails that have excessive or unnecessary information in them.

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