6 things to consider when writing English emails

A overhead shot of a person sat on a chair with a laptop to their left is icons of envelopes

Every day, an astonishing number of emails are sent and received worldwide. While a considerable amount of these are informal messages between friends, the majority are for business purposes. Whether you’re emailing someone you work with, applying for a new job or making new connections, here are some general rules to follow when writing English emails…

1. Know your tone

Always consider who you are writing to and adapt your language accordingly. Emails are less formal than letters, so it’s fine to start your email with “Hi” or “Good morning” – but it may be better to write “Dear…” if you are emailing someone for the first time or if they are senior to you. Similarly, ending emails with “Best/kind regards” rather than “Yours sincerely/faithfully” works well, with the latter being more appropriate for a formal email. Whatever the relationship, though, don’t feel tempted to use laid-back, colloquial expressions like “Hey, you guys”, “Yo!”, or “Hi folks”.

2. It’s all about the titles

It’s increasingly common to use first names in international business communications, so don’t be afraid to do so. Another title to consider is your email subject header: a short, clear text is important as busy people often decide whether to even open an email depending on the subject header. Examples of a good subject header include “Meeting date changed”, “Quick question about your presentation”, or “Suggestions for the proposal”.

3. Use a professional email address

If you work for a company you’ll be using your company email address. But if you’re using a personal email account because you’re self-employed or looking for a new job, you should be careful when choosing that address.

You should always have an email address that includes your name so that the recipient knows exactly who is sending the email. Email addresses that you created while you were in school or college (IloveJohn@… or “Beerlover@…) are not appropriate for the workplace!

4. Limit the small talk

Small talk can help to build relationships but it doesn’t need to be overly personal. A simple “I hope you are well” or “How are things?” will usually suffice. Also, be cautious with humor as it can easily get lost in translation without the correct tone or facial expressions that accompany face-to-face meetings. It’s safer to leave out humor from emails unless you know the recipient well.

5. Keep it simple

Emails are intended to be written, read and understood quickly, so only include the important details – and avoid saturating your message with unnecessary information.

6. Proofread every message

Always check your emails before pressing Send. Read and re-read your email a few times, preferably aloud, to ensure there are no spelling or grammatical mistakes. And never just rely on the auto spell-check; spell-checking software doesn't always understand the context of your writing and can throw you off with incorrect suggestions.

Happy emailing.

Read our blog post on business writing tips

More blogs from app

  • Childten sat at a desk staring up at a tablet

    Embracing AI for the new school year

    By Thomas Gardner
    Reading time: 2 minutes

    Back-to-school season is the perfect time to introduce something new into your teaching toolkit. With advancements in technology, Artificial Intelligence (AI) is becoming increasingly important for educators to incorporate into their workflow and beneficial for students. Here are some practical ways AI can enhance your classroom experience this new school year.

    AI saves valuable time

    One of the biggest challenges teachers face is finding the time to plan and create engaging lessons. AI can maximize your time by generating word sets, images and activities. Imagine having a virtual assistant that can suggest fresh ideas for your lessons, create tailored resources and even develop entire lesson plans. By automating these time-consuming tasks, AI allows you to focus more on teaching and interacting with your students.

    How AI can help

    • Lesson planning: Generate detailed lesson plans and activities.
    • Lesson inspiration: Get new and creative ideas for classroom activities.
    • Resource creation: Develop word sets, images and other teaching materials.

    As you prepare for the upcoming school year, consider how integrating AI tools can elevate your teaching practice, making your lessons more engaging while freeing up precious time for interactions with your students.

    Personalized learning and targeted feedback

    Every student learns differently, and tailoring lessons to meet individual needs can be challenging. AI can help by providing personalized learning experiences and targeted feedback. Using data-driven insights, AI tools can identify areas where learners are struggling and offer customized recommendations to help them improve. This not only enhances the learning experience but also ensures that no student is left behind.

    Benefits of AI in personalization

    • Personalized lessons: Adapt lessons to suit individual learning styles.
    • Targeted feedback: Provide specific feedback to help students improve.

    Creating an inclusive classroom

    AI can play an important role in creating an inclusive classroom environment. AI can generate visuals, audio, videos and text, or a combination of all four, catering to different learning preferences. This ensures that all learners, regardless of their learning styles or abilities, have access to the same educational content.

    AI in inclusion

    • Multimodal content: Use various formats to cater to different learning preferences.
    • Accessibility: Ensure that all students can engage with the material.

    Supporting independent learning

    Encouraging students to take charge of their own learning is essential for their development. AI can support independent learning by providing platforms that facilitate self-study at home. These platforms offer a range of resources and tools that help students learn at their own pace, making education more flexible and accessible.Explore how supports independent learning with immersive AI-powered conversations.

    AI tools for self-study

    • Independent learning: Foster a culture of self-directed learning.
    • Self-study resources: Provide tools and platforms for students to use at home.

    Integrating AI into your teaching practice can revolutionize the way you educate and engage with your students. From saving time on lesson planning to creating an inclusive classroom and supporting independent learning, the benefits are significant.

    Want more AI tips and tricks for the classroom? Join us on the page for the next video in our series.

  • A class of children with tablets standing and talking

    Supporting wellbeing using AI in the classroom

    By
    Reading time: 3.5 minutes

    According to , 2012 students with higher levels of emotional, behavioral, social, and school wellbeing, on average, have higher levels of academic achievement and are more engaged in school. It’s no wonder that fostering wellbeing in the classroom has become a priority for educators. The rise of technology brings up new challenges and issues, but with AI, there are now innovative ways to support student wellbeing like never before.

    In this guide, we’ll explore how AI can be a powerful ally in promoting learner wellbeing. From suggesting wellbeing exercises to providing personalised support, AI offers a variety of tools that can help you create a more supportive and engaging learning environment.

  • A teachet stood in front of a class in front of a board, smiling at his students.

    How to assess your learners using the GSE Assessment Frameworks

    By Billie Jago
    Reading time: 4 minutes

    With language learning, assessing both the quality and the quantity of language use is crucial for accurate proficiency evaluation. While evaluating quantity (for example the number of words written or the duration of spoken production) can provide insights into a learner's fluency and engagement in a task, it doesn’t show a full picture of a learner’s language competence. For this, they would also need to be evaluated on the quality of what they produce (such as the appropriateness, accuracy and complexity of language use). The quality also considers factors such as grammatical accuracy, lexical choice, coherence and the ability to convey meaning effectively.

    In order to measure the quality of different language skills, you can use the Global Scale of English (GSE) assessment frameworks.

    Developed in collaboration with assessment experts, the GSE Assessment Frameworks are intended to be used alongside the GSE Learning Objectives to help you assess the proficiency of your learners.

    There are two GSE Assessment Frameworks: one for adults and one for young learners.

    What are the GSE Assessment Frameworks?

    • The GSE Assessment Frameworks are intended to be used alongside the GSE Learning Objectives to help teachers assess their learners’ proficiency of all four skills (speaking, listening, reading and writing).
    • The GSE Learning Objectives focus on the things a learner can do, while the GSE Assessment Frameworks focus on how well a learner can do these things.
    • It can help provide you with examples of what proficiencies your learners should be demonstrating.
    • It can help teachers pinpoint students' specific areas of strength and weakness more accurately, facilitating targeted instruction and personalized learning plans.
    • It can also help to motivate your learners, as their progress is evidenced and they can see a clear path for improvement.

    An example of the GSE Assessment Frameworks

    This example is from the Adult Assessment Framework for speaking.

    As you can see, there are sub-skills within speaking (andfor the other three main overarching skills – writing, listening and reading). Within speaking, these areproductionandfluency, spoken interaction, language range andaccuracy.

    The GSE range (and corresponding CEFR level) is shown at the top of each column, and there are descriptors that students should ideally demonstrate at that level.

    However, it is important to note that students may sit across different ranges, depending on the sub-skill. For example, your student may show evidence of GSE 43-50 production and fluency and spoken interaction, but they may need to improve their language range and accuracy, and therefore sit in a range of GSE 36-42 for these sub-skills.