How to Write

Emails
Why are email skills important?
1. Primary method of communication between students and
university faculty/staff, etc.

2. Conveys two types of information:

a. What did you say?
(content)
b. How did you say it?
(style, tone, vocabulary, manners, spelling/grammar, clarity, etc.)

3. Creates an impression of the sender

If you make mistakes in your email, people will think you also make
mistakes in your work. So always check everything carefully. Ask a colleague
to read and check it before you hit 'Send'.
Different Kinds of Emails

There are many types of emails some of these are:

•Routine

•Inquiry

•Good/Bad news

•Apology

•Complaint

•Request
The DO’s of writing emails
1. Fill in the subject line. Make the subject line specific, but brief. Do
not write your email body in the subject line. This is a common
mistake made by students.

2. Select an easy-to-read, standard font.

3. Begin with a polite and respectful salutation:

ex: Dear Ms. Johnson, / Hello Mr. Jones,

4. Address the recipient by title and last name:

ex: Dr. Smith / Mrs. Creel / Ms. Specter / Prof. James

Salutation:
● “To Whom It May Concern” and “Dear Sir or Madam” is a
salutation traditionally used when the sender doesn’t know the
name of the person who will receive the email.

● Mr. is used to refer to any man – is used before a surname to

address a man 
● Mrs. is used to refer to any woman when she is married
● Ms. is neutral and does not imply a marital status
○ Ms. can technically be used for any woman in any situation, so it is
often preferred because many women feel that a woman’s title
should not be denoted by their relationship to a man.
Tone of Voice / Indirect Questions
Be careful of your tone when you email your instructor, to make
sure that you sound polite, and not aggressively demanding
something. Refrain from using phrases like “Reply to me!”, etc. Use
phrases like, “Can you please let me know…”, “I was wondering if
you can”, “Can you please check my last email?”, etc.

Instead use indirect questions to sound polite. Examples:

● Could you please tell me when I can find the grammar
PowerPoint?
● Can you please let me know if you’re available next week?
● Could you tell me when the midterm is?
Layout and punctuation

● Starting an email: We normally write a comma after the opening

phrase. We start a new line after the name of the person we’re
writing to.

● Finishing an email: We normally write a comma after the closing

phrase. We start a new line to write our name at the end.

Dear Mr. Piper,

Starting phrases Dear Sir or Madam,
To whom it may concern,

Yours sincerely,
Yours faithfully,
Ending phrases Yours truly,
Sincerely,
Best regards,
Writer Purpose
When you write an email, you need to make clear why you are writing.
You can do this by using the phrase 'I am writing to (+ verb)' at the start of
your email.

Here are some examples:

ask for further details about ...

inform you that my new address is …
complain about your customer service. 
say thank you very much for all your hard work. 
I am writing to apply for the job as Teacher of Maths at your
school.
request your help following a change in my
circumstances.
Expressions of time
● Use on with days:
Could we meet on Monday?

● Use in with months, years and other expressions:

I'm going to visit my grandparents in October.

● Use at with times and other expressions:

Could you please call me at 3pm?

● Use next to refer to future times:

I hope we can meet again next week.

● Use when to start a future time clause:

Let's meet again when it is convenient.
Useful Phrases
Making Arrangements:
● Could you tell me when we can meet?
● Can you let me know when it would be convenient for you?
● Could you please let me know if…?

The most polite way to ask for a quick reply:

● Your prompt reply would be much appreciated.
● Looking forward to hearing from you soon.
Asking for Help
I would appreciate your help in this matter.
I would be grateful if you could … .
I would be grateful if you could attend to this matter as soon as
possible.
Polite Conclusion:
Thank you for your assistance.
Thank you in advance for your help.
I look forward to hearing from you soon.
Please let me know if you have any questions.
Please feel free to contact me if you need any further information.
What to NOT Capitalize in a Subject Line

Articles:
a, an, & the.

Coordinate conjunctions:
for, and, nor, but, or, yet & so (FANBOYS).

Prepositions:
at, around, by, after, along, for, from, of, on, to, with & without.
MOST IMPORTANTLY:
DO NOT WRITE YOUR EMAILS IN ARABIC.

ENGLISH ONLY!

DO NOT USE GOOGLE TRANSLATE!

Revision
1. Spell-check and grammar-check your email text.

2. Proofread before sending.

3. Have someone else proofread particularly important emails.

4. Indicate if a message is urgent, time-sensitive or needs a reply.

5. Sign emails with both your first and last name and include your
course number and section.
University Email Contents
Salutation Dear Dr. / Mr. / Prof. / Ms. [Last Name],

Greeting I am Layth Awwad , a student in ENGR102C.

I am writing to request your help - with a problem (with an

Introduction: important project) / following a change in my schedule / in
Context/Opening postponing the midterm exam / in reconsidering my project’s
grade.

Body: [Describe what you need. Be thorough, but get straight to the
Problem/Concern/ point. Include any specific indirect questions you have or
Question specific outcomes you want. Justify your request.

Conclusion: Formal: Thank you for your help. / Looking forward to hearing
Ending/Thanks from you soon. / Thank you in advance for your help.

Sign Off / Sincerely, / Best regards,

Signature [your full name]
University Email Sample
Salutation Dear Mr. Awwad,

Greeting I am John Smith, a student in ENGR102C.

I am writing to request your help with a problem I’m facing with

Introduction
writing emails.

I have never written emails in English before, and I’m finding it

Body:
very hard. Can you please let me know when I can come to your
Problem/Concern/
office tomorrow? I would be grateful if you can help me with this
Question
problem so I’m ready for the midterm. (2 - 4 sentences)

Ending/Thanks Looking forward to hearing from you soon,

Sincerely,
Sign Off
John Smith
Bad Email Sample:
To: lawwad@bethlehem.edu
From:
Subject: (no subject line)
Hi ustazzz kfk?

I CANT FIND THE PWERPOINT!!!!!! 😭😭😭

you said it will be on eclass tdy

bye
University Email In-class Practice
To: lawwad@bethlehem.edu
From:
Subject: Request for Today’s PowerPoint
Dear Mr. Awwad,

I am Alice Farouk , a student in ENGL 120 I.

I’m writing to request for today’s PowerPoint.

I couldn’t find today’s PowerPoint on e-class. Could you please tell me

when it will be uploaded there?

Thank you in advance for your help,

Sincerely,
Alice Farouk
Simple Request Email
Dear Mr. Breuer,

I am Scott Mitchel - the accounting manager in your company.

I am writing to you about our meeting on Thursday.

Could you please send me the latest version of the agenda before
the end of the day? This will help us to make sure everything is
prepared in advance.
Thank you in advance for your help.
Best regards,
Scott Mitchel
Request Email Sample
Dear Ms./Mr. (recipient’s name)

I am writing to request your help following a change in my circumstances.

As you know, I am enrolled on the (course name) at your college, which starts in (date). However,
due to unforeseen family events, I have had to leave the country for a while to assist my parents in
(where you have moved to)

At the moment, it is not clear when I will be able to return and hence will not be able to start the
course as planned.

I would like to request a refund for the course fees already paid. I apologize for the short notice
and for any inconvenience I may have caused. I would be grateful if you could postpone my
enrolment until I am back in the country in case a refund is not possible.

Thank you in advance for your help,

Yours sincerely,

Your Full Name

Your Job Title

 Rubric
Email Rubric

Email contains both the sender and recipient email addresses. /1

Email includes an appropriate subject line. /1

Email includes an appropriate salutation and greeting. /2

Content of email is clear and tone is appropriate. /4

Writing is free from grammatical and mechanical errors. /6

Email includes an appropriate signature. /1

Total Grade /15

Check your writing: gap fill – useful phrases
Write a word to fill the gaps and complete the email.

1 _______________ Mr Cotton,

I am interested 2 _______________ studying at your language school and I am

writing 3 _______________ request further information about your courses.

Please could you tell me 4 _______________ there are still places available on the
summer courses? I 5 _______________ also like to know how much a three-week
course 6 _______________.

Finally, I would be 7 _______________ if you could send me details of the

accommodation that is available.

I look 8 _______________ to 9 _______________ from you.

Yours 10 _______________,
Amit Khan
ANSWER KEY
Check your writing: gap fill – useful phrases
1. Dear
2. in
3. to
4. if OR whether
5. would
6. costs OR is
7. grateful
8. forward
9. hearing
10. sincerely / faithfully
Practice: Complete the indirect questions.
1. When does the course start?
Could you tell me ____________

2. Do I need to do a level test?

Please let me know ____________

3. How much does the course cost?

Would you mind telling me ____________

4. Do you have native teachers?

Could you tell me ____________

5. When do your courses begin?

I would be grateful if you could tell me ____________

6. Is the accommodation near the school?

I would like to know if ____________

7. How many students are in each class?

Could you tell me ____________

8. Which book will we use?

Would you mind telling me ____________
Practice: ANSWER KEY
1. when the course starts?
2. if I need to do a level test. OR
whether I need to do a level test.
3. how much the course costs?
4. if you have native teachers? OR
whether you have native teachers?
5. when your courses begin.
6. the accommodation is near the school.
7. how many students are in each class?
8. which book we will use?
LINKS
An email request | LearnEnglish
How To Write an Email Requesting Something in 6 Steps
A more formal email | LearnEnglish Teens
An email to your professor | LearnEnglish
Video: How to Write Request Emails
Video: Writing an Effective Business Email
Write an email to SHEIN and request a refund
for your order. (Justify your answer)
To:
From:
Subject:
Write an email to SHEIN and request a refund
for your order. (Justify your answer)
To: shein@complaints.com
From: lawwad@bethlehem.edu
Subject: Request for a Refund
Dear Sir or Madam,

I am Layth Awwad and my order number is #9999.

I am writing to request your help with a problem with my order.

I ordered a black shirt last week from your website. However, I

received a yellow one which is different from what I ordered. Could I
please have a full refund? (Could you please issue me a refund?)

Looking forward to hearing from you soon,

Regards,
Layth Awwad