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.

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    How can gaming support language learning?

    By Jacqueline Martin

    Reading time: 5 minutes

    Academics and teachers have been writing about the benefits of using games in the language classroom for many years. Wright et al (1984), Lee Su Kim (1995), Ubermann (1998), Ersoz (2000), Yong Mei and Yu-Jin (2000) and Thi Thanh Huyen and Khuat Thi Thu Nga (2003) all pretty much agreed that games provide a useful and meaningful context for language use; encourage students to interact and communicate; can both challenge and reduce anxiety (as the emphasis is on the message, not the form); provide practice in all four skills; and help students to make and sustain the significant effort involved in learning a language.

    Kim and others have also noted that games can offer a welcome break from the usual routine of the language class. Playing a game after an intensive test or with over-excited students after break time can help re-engage learners instantly in your lesson, and you'll maximize your time with them.

    Lengeling and Malarcher (1997) took the list of potential benefits of games in the classroom even further.

    Affective

    • Games lower the affective filter
    • They encourage the creative and spontaneous use of language
    • They promote communicative competence
    • Games are both motivating and fun

    Cognitive

    • Games reinforce learning
    • They both review and extend learning
    • Games focus on grammar in a communicative manner

    Class dynamics

    • Games are extremely student-centered
    • The teacher acts only as a facilitator
    • Games build class cohesion
    • They can foster whole-class participation
    • Games promote healthy competition

    Adaptability

    • Games can be easily adjusted for age, level and interests
    • They utilize all four skills
    • Games require minimum preparation after the initial development stage

    It is important to bear in mind that when the above was written over 20 years ago, it was with reference mostly to more traditional games. But more recent evidence seems to indicate that the same principles apply. Some additional benefits cited by teachers I've spoken to are that:

    • Games could make language lessons less threatening for less confident pupils as their concern about getting sentence form wrong was reduced, and so their production greater.
    • Students learn more than just the language of the lesson when playing a game; they may learn instructional language through discussion or rules and sometimes negotiation skills and a lesson in cultural differences too.
    • Students can form a greater variety of emotional connections with language through playing games, for example acting out a word or seeing another student do so, or remembering a clue for a word.

    So, playing games can help students learn a language – but is just playing them enough? Some teachers like using games with less motivated classes who won't engage with straight practice activities and will willingly use key vocabulary and structures in a game, gaining much-needed practice without even realizing it. In today's language-learning context, though, is that a good thing?

    Motivating the unmotivated

    In recent years, much research has shown that students learn better when the intention or objective of the lesson is clear to them. In short, they understand what they're supposed to be learning and why and, when taking it to the next level, can assess their own learning and be actively involved in planning their next steps.

    Would knowing that the games they play are actually a way of doing some additional language practice make these students engage less? Opinion differs, and some discussion seems to center around the actual activity involved. Some games are thinly veiled group-work tasks, but other games that are at the right proficiency level (or slightly above) and take into account factors like cultural context, available time, learning topic and the classroom setting are generally considered to have a positive impact.

    Another major influence on improving motivation is the feedback a student receives, and this is something games can also support. Online games can provide richer simulated learning experiences and immediate feedback to students in a variety of ways.

    Above all, the main issue for the less motivated students is usually that they can't see why they need to learn English. Playing games not only simulates 'real' contexts but also helps them understand that they can accomplish a variety of tasks using English as a medium, which is motivational in itself.

    As teachers, there is a responsibility to explain how or why games will help students learn. This can equally motivate learners (or parents) who fear that playing games is just frivolous time-wasting. For example, informing even adult students that a simple hangman or hot seat game helps them improve spelling skills, gets their brains focused on recognizing the shape and structure of new words, and facilitates their learning of new vocabulary soon helps them see the value (Simpson 2011).

    Can games help learners acquire 21st-century skills?

    Maybe we can draw the conclusion that games can positively impact learning – but is that even enough? Today's teachers have to ensure not just that their students learn but that they acquire the skills they need for life and jobs in the 21st century. Can games help here too? This is a newer area of research, but evidence seems to indicate that games can help students learn a variety of important skills such as critical thinking skills, creativity, teamwork and good sportsmanship.

    These ideas were taken seriously by Robert Morris University Illinois, who offered an e-sports scholarship for the first time in 2014. They studied two groups of students – football players and gamers – and found that levels of competitiveness, perseverance, focus and determination were very similar. Both groups showed a similar desire to excel as part of a team. Both 'sports' required the team members to be detail-orientated, have good hand-eye coordination and have a strategic mind. The only difference was in the level of cardiovascular activity. Both groups received performance analysis and tactical advice from coaches and both subsequently made improvements.

    How many universities will start to offer these types of programs remains to be seen. Still, the idea that online competitive gaming can improve performance is being brought to the workplace too. Think about what virtual teams could learn from playing role-based collaborative games. Team members have set roles and clear and shared goals and have to work closely together to formulate an action plan to achieve them. Teamwork, skill, strategic thinking and communication are essential.

    All these are important skills for today's workplace, so maybe gaming can provide an opportunity to hone these in a lower-risk environment and improve business performance.

    These examples are clearly far from the norm, but they do seem to indicate that using gaming to support learning in the classroom is not a waste of time. When you get the right mix of gaming and learning, it develops a student's autonomous learning skills and encourages them to spend more time on task – both of which greatly impact learner outcomes.

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    Language learning tips for international students

    By app Languages

    Reading time: 4 minutes

    Are you studying abroad (or soon to be), learning a new language and need some inspiration on ways to practice your language skills in the real world? Don't worry. It can be daunting to know how to begin, especially in an unfamiliar place, However, with a little bit of effort and following these useful tips, you will be able to improve your language skills and make the most of your study abroad experience.

  • A teacher stood at the front of a class with a book, pointing at a student. Students are sat at desks with their hands raised.

    Assessing and tracking your students' language learning

    By app Languages

    Reading time: 4 minutes

    As a language teacher, your goal is not just to impart knowledge but to guide your students on a transformative journey toward fluency. Assessing and tracking learning progress is a dynamic process that empowers both educators and learners, rather than being just a routine task.

    In today's language learning blog post, we will explore the significance of assessment in language teaching and provide valuable insights on how to track and assess your students' linguistic development.

    The benefits

    Informed instruction

    Regular assessments enable teachers to tailor instruction to meet individual student needs. Identifying strengths and weaknesses helps educators adapt teaching methods, promoting a more personalized and effective learning experience.

    Motivational tool

    Assessment results can be very useful in motivating students. Even small progress should be acknowledged as it can boost their confidence and encourage a positive attitude towards learning. It is important to share success stories, celebrate achievements and foster a culture of continuous improvement within your language classroom.

    Feedback for growth

    Assessment feedback can help students improve their skills by giving them a clear idea of their strengths and weaknesses. Teachers can use this feedback to encourage students to take responsibility for their learning journey and foster a growth mindset that is resilient even in the face of linguistic difficulties.

    Tracking and assessment methods

    Diverse assessment methods

    Embrace a variety of assessment methods to capture the multifaceted nature of language learning. Beyond traditional exams, integrate speaking assessments, project-based evaluations and collaborative activities. This diversity ensures a comprehensive understanding of your students' language proficiency.

    Example: Consider assigning projects that involve researching, creating presentations and demonstrating creative expression (like plays or videos) in the target language. Assessing various aspects such as language skills, creativity and critical thinking. Design projects around your class's interests and motivations.

    Formative assessments

    Integrate formative assessments into your teaching strategy. These ongoing evaluations, such as quizzes, class discussions and short writing assignments, provide real-time feedback. For instance, if you notice that your students are struggling with a particular concept, you can use formative assessments to evaluate the effectiveness of your teaching approach and make necessary adjustments.

    Example: Conduct regular quizzes, polls or short assessments during class to evaluate students' understanding. Use quick checks to gauge student understanding to adjust teaching methods accordingly. This will help you tailor your teaching methods in real time to ensure effective lesson delivery.

    Portfolio assessment

    Encourage students to maintain language portfolios. These portfolios can include samples of their written work, recorded conversations and reflections on their language learning journey. Portfolio assessments offer a holistic view of progress and provide students with a tangible record of their achievements.

    Example: Conduct periodic portfolio reviews to discuss progress and set goals. Encourage frequent reflection to show learners how far they've come.

    Self-assessment

    Empower students to self-assess. Encourage reflection on their language skills, setting goals and evaluating their own progress. Self-assessment also fosters a sense of responsibility and independence in the learning process. When students take ownership of their progress, they become more invested in their education and are more likely to achieve their goals.

    Example: Provide your language students self-assessment checklists or rubrics for them to evaluate their proficiency and set personal goals.

    Technology integration

    Use language learning platforms' analytics and progress reports for data-driven decision-making. It's great to help save time and provide reliable and up-to-date reports.

    Example: Using online platforms for assignments, quizzes and collaborative projects with built-in tracking features. Our learning platforms, app English Connect (PEC)and MyEnglishLab (MEL), can help you keep track of your students' progress.

    Cultural projects

    Cultural projects are a great way to engage students in the broader context of the language they are learning. These projects could involve researching cultural practices, traditions or historical events related to the language.

    Students learn how to navigate cultural nuances, understand diverse perspectives and effectively communicate in different cultural contexts by participating in cultural projects. Such projects help students form a personal connection with the language and bridge the gap between theory and real-world application, making language learning more meaningful.

    Example: Assign projects that explore certain cultural aspects of the target language, encouraging a deeper understanding of context. These can be evaluated on how well it's presented, its clarity, and how factually accurate it is.

    Peer reviews

    Peer review is a valuable practice that promotes a sense of community within the language learning classroom. It involves students working together and offering constructive feedback to each other, which leads to the development of their language skills. It creates a collaborative learning environment where students actively participate in the improvement of their peers, learning from one another's strengths and weaknesses.

    Students often put more effort into assignments when they know peers will review their work. This increased accountability can lead to higher-quality work and a greater commitment to language learning.

    Example: Implement peer review sessions where students provide feedback on each other's written or spoken assignments. Encourage constructive criticism to enhance collaboration and learning. To accommodate shy students, this process can be anonymous.

    Assessing and tracking language learning progress is integral to effective language teaching, requiring continuous interaction between educators and students.

    By utilizing diverse assessment methods and fostering a culture of constant improvement, language teachers play a vital role in guiding their students toward linguistic fluency. Helping language students celebrate their successes and overcome challenges helps them to be not only proficient speakers but also lifelong language enthusiasts.

    As well as our learning platforms, PECand MEL, we offer various English assessments and courses to help track your learner's progress and to certify their English level, so make sure to explore our range to find the best solution for your students.