how to start an email essay

How to Write an Email (Ultimate Guide + 60 Examples)

Emails are indispensable for work and life. When used well, they strengthen connections, clarify expectations, and get stuff done.

Here’s my guide on writing effective, courteous emails. I’ll walk you through the entire process and provide practical examples so you’ll never be at a loss for words.

Summary of How to Write an Email

To write an email, start by identifying your audience and purpose. Structure your email with a clear greeting, introduction, body, and closing. Whether writing for work, school, or personal use, following a logical structure ensures your message is well-received and prompts the right action.

Table of Contents

Read on for a step-by-step breakdown.

Step 1: Identify Your Purpose

Before typing a single word, know your objective. Is your email informational, persuasive, or to provide updates?

Understanding your goal helps shape your content. If you know your message’s purpose, you can outline your email’s body, ensuring every sentence supports your intent.

Example : “I need to schedule a meeting with a client to discuss their contract renewal.”

• Purpose: Schedule a meeting.
• Body content: Meeting details, proposed time and date, agenda overview.

Step 2: Find the Right Recipient

Double-check your recipient list before sending.

It’s crucial to identify everyone who should receive the message and ensure that sensitive information remains private.

Use the “To,” “CC,” and “BCC” fields correctly to manage visibility and audience.

Example : If you’re confirming a meeting with an external client, send it directly to them. Use “CC” for team members who should know about the meeting, and “BCC” to protect other recipients’ email addresses.

Step 3: Choose an Appropriate Greeting

Greeting styles vary depending on your relationship with the recipient.

If you’re emailing a colleague, “Hi [Name],” is standard. For a client, “Dear [Name],” is more appropriate.

Skip greetings like “Hey” for formal emails.

Example : If addressing your manager, start with “Dear Ms. Smith,” or “Hi Mr. Johnson,” but if it’s a casual update between teammates, “Hey everyone,” works.

Step 4: Craft a Concise Subject Line

Your subject line should reflect the email’s core message.

It’s the first thing recipients see, so clarity is vital. Avoid vague phrases like “Update” or “Information” that don’t communicate urgency or context.

• Clear: “Q4 Marketing Budget Review – Tuesday at 2 PM”
• Vague: “Meeting”

Step 5: Open With Context

Start with a brief context-setting statement, which helps readers understand the email’s purpose quickly.

Reference previous conversations, upcoming deadlines, or specific actions needed to establish relevance.

Example : “I hope you had a great weekend. Following up on our discussion last Friday, here’s a summary of the project deliverables.”

Step 6: Provide Relevant Information in the Body

In the main body, clearly articulate your message. Organize information into logical chunks, using bullet points or numbered lists for easy scanning. Address the reader directly, providing context and detail where necessary.

Example : “Here’s what we need to prepare for the client meeting next week:

• Update sales data
• Finalize the presentation deck
• Schedule a dry run for Friday afternoon.”

Step 7: Use Polite and Clear Language

Courtesy counts in every email. Whether you’re correcting, instructing, or requesting, frame your language politely.

Avoid harsh or ambiguous words that may leave the reader confused or offended.

Example : Instead of “You must provide the report ASAP,” try “Could you please send the report by Friday so we can finalize our review?”

Step 8: Close With a Call to Action

Provide specific instructions or next steps.

Avoid closing ambiguously; leave your reader clear on what needs to happen next and who’s responsible.

Example : “Please review the attached document and share your feedback by Thursday. Let me know if you have any questions.”

Step 9: End With a Professional Sign-Off

Choose a sign-off that matches your email’s tone.

For professional settings, “Best regards,” or “Sincerely,” works well. Casual messages may end with “Best” or “Cheers.”

Example : “Best regards, [Your Name].”

Step 10: Provide Contact Information

Include your contact information or email signature.

This often consists of your name, role, phone number, and company. It ensures the recipient knows how to reach you.

Example : “John Doe | Senior Marketing Manager | 555-123-4567.”

Step 11: Proofread for Errors

Mistakes undermine credibility.

Review your email for grammatical errors and typos before sending. Also, verify that all attachments and links are correctly included.

Example : Confirm that “Smith” is spelled right, and double-check links by clicking on them.

Step 12: Respect Reply Expectations

Set expectations for a response timeline.

If you’re available to reply immediately, let them know. Otherwise, suggest an alternate timeframe.

Example : “I’ll be available online until 4 PM today, so feel free to reply with questions.”

Step 13: Test Any Links or Attachments

Verify that all attachments open correctly and aren’t corrupted.

Click links to confirm they lead to the right website or document.

Example : If sending a proposal as a PDF, open the file to ensure it’s viewable.

Step 14: Consider Accessibility

Accessibility matters. Use alt text for images, ensure a readable font size, and break up long paragraphs.

Avoid jargon or regional idioms that could confuse non-native speakers.

Example : Instead of “Let’s circle back later,” try “Let’s meet again next week.”

Step 15: Schedule or Send the Email

Sometimes timing matters.

Schedule emails for the right time zone or send them during business hours to increase visibility. If your email is ready to go, hit send!

Example : Schedule an email at 9 AM in the recipient’s time zone to make it more visible in their inbox.

Email Examples for Every Possible Situation

Now let’s go over specific examples to show you exactly how to write emails in any situation.

• Meeting Invite : “Subject: Kickoff Meeting – Project Alpha. Dear team, please join the kickoff meeting at 10 AM next Monday. Agenda attached.”
• Feedback Request : “Subject: Feedback on Draft Proposal. Hi Sarah, could you provide feedback on the attached proposal by Friday?”
• Meeting Invite : “Subject: Kickoff Meeting – Project Alpha Dear Team, I hope this message finds you well. We’re excited to begin work on Project Alpha and would like to hold a kickoff meeting next Monday at 10 AM in Conference Room B. During the meeting, we’ll outline our goals, review the project timeline, and delegate responsibilities to ensure everyone is aligned. I’ve attached the agenda, which includes an overview of key deliverables, milestones, and expected outcomes. Please review it before the meeting and come prepared with any questions or suggestions. If you can’t attend, let me know as soon as possible so we can reschedule or arrange for someone to brief you afterward. Looking forward to a productive meeting. Best regards, [Your Name]”
• Feedback Request : “Subject: Feedback on Draft Proposal Hi Sarah,I hope your week is going well. I’ve completed the first draft of the client proposal and would appreciate your feedback before we finalize it. Could you review the attached document and share your thoughts by Friday? Specifically, I’d like your insights on the pricing model and any additional services we might offer.Your input will help us refine the proposal to better address the client’s needs and expectations. Let me know if you have any questions, or if you’d like to discuss any points in detail.Thanks so much for your help!Best, [Your Name]”
• Project Update (Short) : “Subject: Project Alpha – Weekly Update Hi Team, Here’s a brief update on Project Alpha’s progress this week. We completed the preliminary market research and are set to start drafting the strategy next Monday. If you have any questions, feel free to reach out. Best, [Your Name]”
• Leave Request (Medium Length) : “Subject: Leave Request – June 10 to June 14 Dear [Manager’s Name], I’d like to request leave from June 10 to June 14 for a family event. I’ll ensure that all critical tasks are completed or delegated before my leave. If you have any concerns, I’m happy to address them beforehand or provide additional support remotely if needed. Please let me know if this request is approved or if there’s anything else I should prepare. Thank you very much for your understanding. Sincerely, [Your Name]”
• Enhance project management skills through training or workshops.Proactively seek cross-department collaboration opportunities.Improve internal communication by sharing progress reports bi-weekly.
• Professor Inquiry : “Subject: Office Hours Question. Dear Dr. Adams, I have a question regarding this week’s assignment. Could we meet during your office hours?”
• Study Group Invite : “Subject: Study Group for Final Exam. Hey everyone, let’s form a study group to prepare for the final exam.”
• Professor Inquiry : “Subject: Office Hours Question Dear Dr. Adams, I hope you’re doing well. I have a question about this week’s assignment on ‘Comparative Politics.’ I’m struggling with interpreting the data for my analysis and could use your guidance on structuring the report. Could I meet you during your office hours this Thursday to clarify my approach? Please let me know if that time works for you or if there’s a more convenient slot available. Thank you very much for your assistance. Best regards, [Your Name]”
• Study Group Invite : “Subject: Study Group for Final Exam Hey Everyone, I hope you’re all preparing well for the final exam. I thought it might be helpful to form a study group where we can review key topics, clarify our doubts, and quiz each other. This collaborative approach will ensure we’re all confident about the material before exam day. How about meeting in the library this Saturday at 2 PM? I’ll bring some notes and practice questions. If you have any specific topics you’d like to cover, please let me know so we can add them to the agenda. Let’s ace this exam together! Best, [Your Name]”
• Assignment Extension Request (Short) : “Subject: Request for Assignment Extension Dear Professor [Name], I’m writing to request a short extension on the [Assignment Title], due on [Due Date]. I’m dealing with a family emergency and need a few extra days. Could I submit it by [New Deadline]?Thank you for your understanding. Best, [Your Name]”
• Study Abroad Inquiry (Medium Length) : “Subject: Study Abroad Information Request Dear [Study Abroad Office/Advisor’s Name], I hope you’re well. I’m considering applying for the study abroad program next year and would like more information about the application process, deadlines, and any eligibility criteria. I’m particularly interested in the [Location] program because of its strong [Subject/Field] curriculum. Could you provide me with details or point me to where I can find more resources? Additionally, if there are any prerequisites or prior coursework required, I’d like to start preparing in advance. Thank you for your assistance, and I look forward to your response. Best regards, [Your Name]”
• Thesis Review Request (Long) : “Subject: Thesis Review Request Dear Professor [Name], I hope this message finds you well. I’ve completed the first draft of my thesis on [Topic], and I’d greatly appreciate your feedback before I proceed to final revisions. Specifically, I’d value your insight into the clarity of my argument, the strength of my data analysis, and whether my conclusions are sufficiently supported. I’ve attached a PDF copy of the draft for your review. Could you kindly provide any comments by [Desired Date]? If you’d prefer, I’m available to discuss your feedback in person or via a video call at your convenience. I’m grateful for your guidance throughout this process, and I hope to refine my work with your expert perspective. Please let me know if you need any further information. Thank you so much for your time and support. Sincerely, [Your Name]”

Professional Contacts

• Networking : “Subject: Coffee Chat? Hi Mark, I hope you’re well. Would you be available for a coffee chat next week?”
• Job Inquiry : “Subject: Application Status. Dear Ms. Lee, I applied for the Marketing Coordinator role and am checking on the application status.”
• Networking : “Subject: Coffee Chat? Hi Mark, I hope you’re well. I wanted to reach out and see if you have some time next week for a coffee chat. I’d love to catch up and hear your insights on the latest trends in the tech industry. I’m particularly interested in learning more about your work with AI applications. If you’re available, let’s meet up at Café Latte on 5th Avenue, any day that suits you. If you’re busy next week, just let me know, and we’ll schedule another time. Looking forward to connecting! Best regards, [Your Name]”
• Job Inquiry : “Subject: Application Status Dear Ms. Lee, I hope you’re having a great day. I applied for the Marketing Coordinator role at [Company Name] two weeks ago and am checking in on the application status. I’m enthusiastic about this opportunity and believe my experience aligns well with the position’s requirements. If you require any additional information to help with your evaluation, please let me know. I’m happy to provide further details or references if needed. I appreciate your consideration and look forward to hearing back soon. Best regards, [Your Name]”
• Recommendation Request (Short) : “Subject: Recommendation Request Hi [Contact’s Name], I hope you’re doing well. I’m applying for [Position/Program] and would be grateful if you could write me a recommendation. Please let me know if you’re comfortable with this, and I’ll provide further details. Best regards, [Your Name]”
• Referral Request (Medium Length) : “Subject: Referral Request for Marketing Manager Role Dear [Contact’s Name], I hope this message finds you well. I recently saw an opening for a Marketing Manager position at [Company Name] and believe my experience aligns well with the role’s requirements. Would you be open to providing me with a referral or introduction to the hiring manager? I’ve attached my resume for your reference. If you’d like more information or have any questions, I’m happy to chat at your earliest convenience. Thanks for considering this request, and please let me know if I can help you in any way. Best regards, [Your Name]”
• Business Proposal (Long) : “Subject: Partnership Proposal Dear [Contact’s Name], I hope you’re well. I’m [Your Role] at [Your Company], and I’ve been following [Their Company]’s progress in the [Industry/Field]. I believe there’s an exciting opportunity for our companies to collaborate on [Project/Initiative], which could lead to significant benefits for both parties. Our proposal includes a framework for strategic cooperation that leverages each other’s strengths and maximizes our reach in the [Market/Industry]. We anticipate that this partnership could result in [Key Benefits]. I’ve attached a detailed proposal document for your review. I’d love to discuss this further and explore potential next steps. Please let me know if you’d be available for a short call or meeting at your earliest convenience. Best regards, [Your Name]”

Super Personal

• Catch-Up : “Subject: Let’s Catch Up Soon. Hey Alex, it’s been ages! Want to grab lunch sometime?”
• Invitation : “Subject: Birthday Bash! Hi Sara, come join me for my birthday party on Saturday.”
• Catch-Up : “Subject: Let’s Catch Up Soon Hey Alex, It’s been ages! How are you? I’ve missed hanging out, so let’s plan to grab lunch sometime next week. I’d love to hear about what you’ve been up to lately, and I have some exciting news to share too. What about meeting up at our favorite café downtown? Let me know when you’re free, and we can coordinate a time that works for both of us. Looking forward to catching up! Cheers, [Your Name]”
• Invitation : “Subject: Birthday Bash! Hi Sara, I hope you’re doing well. My birthday is coming up, and I’m throwing a party this Saturday. It would mean a lot if you could join us for the celebration! We’ll have food, drinks, music, and plenty of fun. The party starts at 7 PM at my place. Please feel free to bring a friend if you like. Let me know if you can make it so I can plan accordingly. Looking forward to celebrating with you! Best, [Your Name]”
• Sympathy Message (Short) : “Subject: My Condolences Dear [Recipient’s Name], I’m deeply sorry to hear about your loss. Please accept my heartfelt condolences. If there’s anything I can do to support you during this time, don’t hesitate to let me know. Take care, [Your Name]”
• Congratulations Message (Medium Length) : “Subject: Congratulations on Your Promotion Hi [Recipient’s Name], Congratulations on your promotion to [New Position]! This is a well-deserved achievement, and I’m excited to see you excel in this new role. Your dedication, hard work, and innovative thinking have clearly paid off. I know you’ll bring a fresh perspective to the team and continue to inspire your colleagues. If you ever need a sounding board or would like to brainstorm new strategies, I’m always here to chat. Wishing you all the best as you embark on this new journey! Cheers, [Your Name]”
• [Solution 1][Solution 2][Solution 3]

Best Tools to Write Emails

If you want to write the best emails, you’ll need the best tools.

Here are a few you might like:

Here is a video demonstrating my Email Pro tool:

Final Thoughts: How to Write an Email

When you think of emails, remember they’re more than just words in digital format—they’re bridges that connect people.

Each message is a chance to convey your intention and personality, whether you’re seeking help, offering congratulations, or sharing your latest idea.

Treat each email like a conversation with purpose and care, and you’ll build more meaningful, effective connections.

Happy writing!

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How to Write an Email (With Tips and Examples)

Sarah Oakley

Table of Contents

How to write an email in 5 steps, email writing tips, mail examples, how prowritingaid can help you with writing an email.

Writing emails is a vital skill, as emailing makes up one of the biggest methods of personal and business communication. Whether you’re writing for business, to friends and family, or to a hiring manager, you’ll need to know how to write a good email.

There are several key elements to writing any email, including the email address, subject line, greeting, body of the email, and the signature. Once you understand each of the email elements and how to write them, you’ll be able to write emails to communicate effectively with others.

In this article, we’ll explore how to write an email in five steps, and we’ll provide you with some tips and examples to help with your email writing.

If you’ve not written emails before and you’ve been asked to send one, it’s hard to know where to start. There are some things to consider before you send your email, such as who you’re sending it to and what you’re emailing them about.

Luckily, email writing is simple when you follow the five steps we’ve provided below.

How to Write an Email Address

Email addresses are one of the most important parts of emailing, as it tells the email provider where to send your email, just like writing an address on an envelope when you’re sending a letter in the mail.

When entering someone’s email address, remember to check the spelling before you send any emails because you don’t want to send emails to the wrong person or have it bounce back as undeliverable.

Some people add numbers and punctuation to their email address to make it more unique. Other times, they add numbers and punctuation if their chosen simple email address is unavailable.

Once you know you’ve got the right email address, you can write it in the “To” field in your email. If you want to email anyone else about the same thing, you can add their email address to the same field, but you’ll need to leave a space or a comma between each one, depending on your email provider.

If you want to address your email to more than one person, but you only need a response from one person, type the main recipient’s email address in the “To” field, and type everyone else’s addresses in the “CC” field. CC stands for carbon copy, so it means you’re sending a copy of the email to others to make them aware of something, but they don’t need to reply.

What to Include in an Email Subject Line

When you receive an email in your inbox, the first thing you probably look at is the subject line, which is why it’s so important to ensure your subject line is clear and grabs your recipient’s attention.

Your email subject line should give the recipient an idea of why you’re emailing them in the most succinct way possible. Subject lines are brief, so don’t write an entire sentence. Try to pinpoint the most important detail from your email, and use that to create your subject line.

If you’re emailing a business, they might give you a reference number or phrase so their email system sends your email to the correct place. For example, if you’re writing to a company about an order you’ve placed, you can include your order number in the subject line so the recipient knows exactly which order you’re emailing about.

A good subject line can help you get a better response because the person opening your email knows what to expect, what the email is about, and could already know how to respond to you.

How to Structure an Email

Emails are simple ways to communicate, so your structure should get across the information you need to say in a clear, cohesive way. You can structure your email like writing the body of a letter.

Start with an email greeting, such as “Hi,” “Dear [name],” or “Hello [name].” The greeting you pick can be based on the formality of your relationship with the recipient and what you’re emailing them about. For example, if you’re writing from a business to a customer, use a formal greeting to sound professional.

If you’re writing to someone first and you’ve not emailed them before, or it’s been a long time since you last emailed them, you can use your opening line to say you hope they are well. Alternatively, your opening line can get straight to the point of your email and let them know why you’re writing to them.

Write a separate paragraph for each point in your email, starting with the main reason for emailing, and follow with any additional pieces of information and action steps. Make sure each paragraph is complete before moving on to the next point.

Emails don’t need to be long, so don’t add unnecessary information just to bulk out your email. Most people skim emails, so try to keep it short, and use keywords to draw attention to specific details you want your recipient to focus on.

Finish your email with an action phrase that prompts your recipient to do something, even if it’s having a nice day. An action phrase is perfect for marketing emails , as it reminds your customers to buy your product. If you’re writing to a hiring manager, your action phrase can prompt them to respond to your application.

How to Sign Off an Email

Your email sign-off, or signature, is how you end your email before you send it. There are several options you can use to sign off your email. Similar to picking a greeting, pick a sign-off that reflects the formality and tone of the rest of your email.

Here’s a list of ways to sign off a professional email:

Best wishes

Kind regards

Yours faithfully

Yours sincerely

Thank you for your time

Many thanks

Warmest regards

Here’s a list of ways to sign off an informal email:

[Your name]

All the best

Take it easy

If you are emailing from a business and you want to appear professional in all your emails, but you don’t want to type out your sign-off every single time, you can create an automatic email signature. Most email providers will allow you to create and save a prewritten signature with an option for it to be added to all new emails and replies.

You can add your sign-off phrase to your signature, or you can simply add your name. If you’re writing from a business, you can also add details such as your job title, the company logo, and any other company information you think is important. Using an automatic signature will save you a lot of time as you’re writing each email.

What is Email Etiquette?

Email etiquette is how you conduct yourself in your emails, which affects how your recipient interprets your email. While you don’t have to use email etiquette for your personal, informal emails, it’s important to follow professional etiquette for business emails .

When writing professional emails, your email etiquette could be very formal and efficient, upholding the standards set by the company you work for. The standards may include avoiding slang terms, always using active voice rather than passive, and avoiding ending sentences with prepositions.

If you have a style guide your company follows when writing emails, you can use a grammar checker, like ProWritingAid, to ensure you adhere to it. The tool is also helpful to ensure you do not make any general grammatical errors in your emails, which might embarrass you and the company.

When applying for jobs, standard email etiquette is to be respectful and professional with a positive tone and optimistic voice. You don’t want to come across as pushy or too forward in your email, but you want to show how eager you are to apply and for the company to accept you for the position.

Email writing can be very simple, and you’ll get better at it the more you do it. Before you get started, we have some more tips to ensure you know exactly what you’re doing when you need to write an email to someone.

Remember to consider the tone of your email and how your recipient will interpret it. Your tone should reflect the information you are sharing with the recipient. For example, you can use a light, friendly tone to give someone good news, and a formal, respectful tone to give someone bad news.

Emails aren’t always the best way to communicate with someone, so it’s best to email only if you think it isn’t worth calling or sending a letter instead.

Emails are a great way to save time instead of having a meeting about something. Try to summarize everything you would have said in a meeting, and send it to all who need the update.

Use a professional email address that’s also easy to remember if you use it for business or job applications. An embarrassing email address might make a hiring manager question whether you would be professional in the position you’re applying for.

If you’re attaching files to your email, remember to check your attachment before you send it. Some email systems have automatic prompts to check you’ve attached your file if you use certain phrases. It’s best not to rely on your email system flagging a missing attachment though, as you don’t want to risk the embarrassment.

Most email systems have an “undo send” button, which is your friend if you notice you’ve made a mistake. Pressing “undo send” will catch the email before the system sends it so you can make your changes before clicking send again. You usually only have a few seconds to click “undo send,” so remember to be quick if you need to click on it.

It’s common to accidentally send a half-written email, so don’t worry about it if that happens. Just quickly send a follow-up email to explain what happened, apologize, and finish what you were saying.

Here are two examples of emails to inspire your own email writing.

Formal email:

Dear Mr. Jones,

I hope this email finds you well.

I am reaching out to you because I would like to arrange a meeting to discuss our quarterly figures and the potential for growth in the sales of your products.

My team has identified some key actions that we feel will cause some significant improvement in sales.

Please let me know when you are available to meet.

Best wishes,

Informal email to a friend:

Just wanna check you have the files from that photoshoot we did last weekend. Could you send them over to me when you get a minute?

ProWritingAid makes great writing easy

Easily improve your emails, reports, content, cover letters, and more.

A well-written email can ensure your recipient stays focused on what you’re saying and follows through with any actions you’ve requested they take. You can check your email for grammatical errors and readability issues by using ProWritingAid to ensure you don’t send a poorly written email.

You can use one of the ProWritingAid browser extensions to edit your emails, as the extensions integrate with most email websites. If you use any email apps, such as Outlook, to write your emails, you can try ProWritingAid Everywhere to see Realtime improvement suggestions as you’re writing.

When using the Realtime checker in ProWritingAid, you can select “Email (General)” or “Email (Sales)” from the document type drop-down menu in the sidebar. Selecting the right document type will mean your goals and suggestions will apply to email writing.

There are some specific goals for email writing to pay attention to, such as positivity, business jargon, style guide compliance, and spam phrases. Monitor the scores you’re achieving for email-specific goals to ensure your email sounds professional and understandable.

Once you’ve mastered the art of email writing, you’ll be able to communicate confidently with people via email in both professional and personal contexts.

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How to Write an Email in English: Our 18 Favorite Tips

Emails have been hugely important to the internet for decades, as most people read and send emails almost every day.

That’s why being able to write a strong, clear email in English is a really important skill—on top of the fact that it can help you get a job , make friends, get into a university and much more.

If it’s your first time writing an email in English, check out this guide for beginners , but if not, continue reading this post for useful tips about email writing and email culture (dos and don’ts).

You’ll get comfortable with the format of email writing in English and you’ll see full samples of different types of emails written in English.

Our Favorite English Email Tips

1. be sure an email is necessary, 2. use separate business and personal email addresses, 3. be clear, brief and polite, 4. don’t write emails when you’re angry, 5. use short sentences, 6. avoid forwarding emails and replying to all, 7. use a spell checker, 8. watch out for signatures, 9. have a native speaker proofread your email, if possible, 10. read your email personally before sending it, 11. double-check email addresses for all recipients, 12. use the subject line, 13. start with an appropriate greeting, 14. pay attention to punctuation, 15. consider where to put “small talk”, 16. start with the end in mind, 17. put spaces between paragraphs, 18. use an appropriate closing, english email examples, how to introduce yourself in an email, how to request an appointment or meeting, how to write a formal email, and one more thing....

Download: This blog post is available as a convenient and portable PDF that you can take anywhere. Click here to get a copy. (Download)

Like most of the email writing tips in this section, this may seem obvious. But sometimes we forget obvious things.

So ask yourself, “Is there a better or faster way to take care of this situation?” Many people get dozens or even hundreds of emails a day, so be sure that email is the fastest, clearest and most efficient way to communicate in your situation .

For example, if you’re writing to a coworker or a friend that you often see, you can probably just talk to him or her in person. Or you could also send a text message or call on the phone.

If you’ve decided that an email is the best option, then check the following tips before you click “Send.”

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This may not apply to everyone, but if you can do it, it can help you in many ways.

Many jobs automatically give you an email address that you have to use. If that’s the case, then the problem is solved. Use the business email address for work and your personal email address for personal emails.

If you have a business email address, it can make an email look more professional. That’s good if you’re writing a formal email, but it might not be as nice if you’re writing to a friend. So that’s why having two can be useful.

Also, if you have separate accounts, it can help you balance your personal and professional life.

Again, many people receive so many emails each day. If your email is confusing, angry or really long, the recipient may not respond right away. Eventually they may forget to answer or even just delete it.

So be sure to get to the point quickly, but not in a rude way.

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Treat an email similarly to an essay , only much shorter, and you will probably have good results. In an essay, you have to introduce the topic, explain the different points and then conclude the topic.

Honestly, this is something I have difficulty doing myself. I’m not (usually) rude in email, but I do have problems with the “brief” part. So when I’m done writing an email, I check it and try to eliminate about 20% of the content, since it was probably unnecessary.

It can be very tempting to write a mean email when you’re frustrated or angry at something. But it’s not worth it.

If you’re angry, wait until you’ve calmed down before writing your email. It’s better to wait a day than to lose a job or destroy a friendship because you said something stupid when you were angry.

Like #3, this is a problem that I have myself. I like to write long, complicated sentences, but often those are very confusing for the reader. That’s especially true if the reader is not a native English speaker.

I teach English in Costa Rica, and in Spanish it seems to be more common to have really long sentences with many commas. That’s very confusing, especially if you translate those ideas into English.

So here’s a tip: Write short sentences. It’s not bad style in English if you write short, clear sentences. Some authors, like Ernest Hemingway, are famous for doing it. (There’s even an online tool called Hemingway App that can help you write more like him!)

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If you’re very comfortable writing in English, you can use long, more complicated sentences. But then again, if you’re very comfortable writing in English, then you probably don’t need these email writing tips!

The “Forward” option on email is a blessing (a good thing) and a curse (a bad thing). It can be good to quickly pass on important information to a new person. However, it can also be annoying for the recipient if it’s not used correctly. (The same thing is true about the “Reply All” option.)

If you need to forward an email, check carefully what information you’re forwarding. In some cases, it may be personal, confidential or just plain excessive (unnecessary). If so, cut those parts out.

Also, some email programs filter out emails marked with “Fwd” (forward) at the beginning of the subject line, and may even put them in the Spam filter or refuse to deliver them.

And if you click on “Reply All,” look closely at all of the recipients who will receive your email. Some people may not need to see your message. It’s frustrating to receive emails about subjects that aren’t relevant to you.

Most email programs have this option, so make sure you use it before sending the email.

Or if your email program doesn’t offer English spell checking , you can add an extension like Grammarly  to your browser and use it anytime you’re writing anything.

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To get the most accurate version of Grammarly, you’ll need to make sure you have Grammarly Premium , which highlights and offers corrections for more advanced English issues.

Many people put “cool” or “funny” signatures at the bottom of emails. They often include contact information, like email addresses or phone numbers. That can be useful, but if your emails get forwarded (see #5), that information may get to people you don’t know, or even people you wouldn’t want to have that information.

Additionally, if you send multiple emails back and forth with another person, it may include your signature every time, and the email chain just gets longer and longer. So consider not including your signature in some emails.

Or if you do want an email signature, try to keep it simple, without including your personal information.

If you know any native speakers or have friends who speak English very well, you may want to ask them to review your email before you send it. That’s especially true if it’s about something important.

If you’re taking an English class, you might even be able to ask your teacher to review the email—just be sure to ask nicely and say “please”!

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It might not always be possible to find a native speaker to check your email. In those cases, it’s still useful to read your email yourself. It can help your English, too.

Try to read the text of your email out loud. First of all, that will help you work on your pronunciation, which is always nice. Second, it can help you see and hear mistakes in grammar.

It also helps you understand how your email “flows.” If it’s too long or complicated to read out loud, then you should probably make it shorter and clearer.

As I mentioned before, I live in Costa Rica. People here often have the same last name as many other people. It’s basically like “Smith” or “Johnson” in the U.S., but about 10 times worse.

I’ve even had multiple students at the same time who had the exact same first and last names. And I’ve mistakenly sent emails to people who had very similar names.

So just check those email addresses twice to be safe.

After you’ve followed the general email writing tips in the previous section, you need to actually write the email. So how do you do that?

There’s a specific structure and format of email writing in English, shown in the following tips.

It’s surprising how many people don’t do this. Be specific in your subject line, as well.

For example, don’t just write “Question.” Instead, be more specific, like “Question About Schedule for Friday’s Meeting.” That way, the recipient will know immediately what your email is about, even before opening it.

It’s most polite to begin with some type of greeting. If you know the person well and it’s an informal email, you can just say “Hey [First Name].”

You can also use “Hi [First Name]” or “Hello [First Name],” to be a little less casual.

If you don’t know the name of the person (like if you’re writing to customer service), you can use “To Whom It May Concern.”

Notice that after greetings, you should generally use a comma. According to many sites like Business Writing , you should use a comma after a greeting in personal emails and letters, and use a colon after a greeting in business or formal emails/letters.

But in reality, a comma will probably always be fine if you can’t remember the rule.

Start each sentence with a capital letter. Be sure to put periods or other appropriate punctuation at the end of each sentence.

It’s a small detail, but it can really help to make a positive impression.

If you know the person you’re writing an email to, you might want to include a bit of “small talk.” That could be something like asking about the person’s family, a mutual friend or an activity that you have in common. But where and how can you include this?

Personally, I actually prefer to include this information  after  the “business” part of an email. If I’m asking for a favor, I prefer to ask first, and then to make small talk after.

Other people or cultures may prefer to have the small talk first, so you may want to adjust it if you know the reader’s personality well.

Get to know how to use small talk in English by seeing it in use through a program like FluentU .

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As you write, focus on the purpose and the goal of your email. If you’re asking a question, that should be the main focus of your email. If you need a favor, then it should be very clear what favor you need and exactly how the reader can help you.

Imagine you are the recipient: Would you understand immediately what you needed to do in response to the email?

If you don’t do this, you’ll end up with a giant block of text. Just hit the “Return/Enter” key twice between paragraphs. It’s much easier to read and less overwhelming.

You can find some examples below, but be sure that it’s a goodbye that’s appropriate for the purpose of your email . In other words, don’t sign an email with “Love, Ryan” if you’re writing to your boss.

Similarly, don’t sign it “Sincerely, Ryan Sitzman” if you’re writing to your grandma to thank her for the birthday present she gave you. (And definitely don’t sign your emails as “Ryan Sitzman” if that’s not your name! And if it is your name, let me know. I’d like to start a Ryan Sitzmans Club!)

Here are some more closings you can use to say goodbye at the end of your email. Now, let’s put all of these tips into practice!

For this example, let’s imagine that you’re going to travel to the U.S., Canada or another English-speaking country. When you get there, you’ll stay with a host family. So the organization has matched you with a family and you need to introduce yourselves before you meet in person.

Here’s what you might send:

Dear Smith Family,

Hello, my name is John. I received a confirmation letter from the exchange organization today. It said I’ll be staying with you for two months later this year. I wanted to introduce myself so you can know a bit more about me.

I’m 18 years old. I like listening to rock music, playing basketball and reading comic books. I will graduate from high school later this year, and I hope to go to college next year. I’ve never traveled outside of my country, so meeting you and visiting your country will be an exciting, new experience for me! 

I’d also like to know more about you, so if you have a chance, please write back at this email address. If you have any questions for me, I’d be happy to answer them.

Thanks again for agreeing to host me—I’m very excited to meet you in person!

Dear Professor Smith,

I really enjoyed your Introduction to Writing Course, and I was interested in continuing by taking the Advanced Writing Course next semester. I’d like to meet with you to ask a few questions about the course, and also to get more information about the scholarship for international students.

Would it be possible to meet with you at your office sometime next week? I’m available during your regular office hours on Monday and Wednesday (2-5 p.m.), but if you’re busy on those days, I could also meet any time on Tuesday or on Friday afternoon. Please let me know what day and time would work best for you.

Thanks very much for your time and help!

John Johnson

I have to write emails like this pretty often, unfortunately. I say “unfortunately” because it’s frustrating to have a problem with a product. Dealing with a company’s customer service representatives can be difficult at times. But a clear, polite email should help you resolve your problems faster.

To Whom It May Concern,

I recently bought a toaster from your company, but unfortunately it appears that the heating element isn’t working correctly.

For reference, the model number is TOS-577, and I bought it on May 1, 2016 at the Toaster Emporium in New York City. I returned the toaster to the store, but they said I should contact you because the model had been an “open-box” discontinued model. Because of that, they weren’t able to offer a refund or exchange.

I can understand the Toaster Emporium’s position, but the toaster shouldn’t have broken so soon. It is still covered under your company’s one-year warranty, so I would like to exchange the toaster for a working model. If that isn’t possible I would like to receive a refund. Please let me know what steps I need to take for this to happen.

Thanks very much for your help with this situation.

Sincerely, John Johnson

So, there you have it! If you keep these tips in mind while writing emails in English, you can become an email expert.

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Learning English with Oxford

The latest language learning tips, resources, and content from oxford university press., how to write the perfect email in english.

• by Oxford University Press ELT
• Posted on March 18, 2021 March 22, 2021

It’s also common in many English tests to have to write an email. That includes computer-based exams such as the Oxford Test of English , where you have to write an 80-130 word email in 20 minutes, for the Part 1 Writing task.

In this guide, we’ll teach you how to write informal and formal emails to use in your day-to-day life or in your Oxford Test of English exam.

Use the right register

First things first, you need to think about who you’re writing to. Maybe it’s a friend, someone you don’t know that well, or a complete stranger. Establishing your audience will help you decide if you need to use a formal, neutral or informal register.

As a general rule, only write an informal email when you know the reader well, such as a friend or classmate. Formal emails are much more appropriate in a business setting. You might send a formal email to a public official, customer services or a company you’re working with. If you’re unsure, it’s always better to write a formal or neutral email.

Think about why you’re writing

Thinking about the purpose of your email can also help decide on the correct level of formality. If you’re planning a day out with friends, keep it friendly and lighthearted. If you’re requesting information from a company you want to sound professional and polite. Keep in mind your reasons for writing and make sure that’s reflected in the tone.

Keep it organised

English works well with short, simple sentences. It’s also a good idea to break your email into paragraphs. And if it’s really complex, don’t be afraid to use bullet points. Although there is some variation between an informal and formal email, one thing is clear – a good one always follows the same six-step structure:

1.    Subject line

People are busy, and your email is one of many in their inbox. That means you want to keep the subject line meaningful and concise so they don’t hit the delete button before they’ve even opened it. Think about one clear sentence that conveys the main idea of your email.

Some good examples include:

2.    Greeting

Greetings are important in any email. Some people believe the word ‘Dear’ should only be used in a handwritten letter. However, it is perfectly acceptable to use in an email as well. Especially if your email is very formal, like for a job application or an email of complaint.

We normally use a comma after the opening phrase, and then begin a new line after the person we’re writing to. Take a look at these different ways to begin your email:

3.    Opening

Often after the greeting we write an opening line. This is normally a polite gesture to establish a good relationship with the reader. It could be to wish someone well, introduce who you are, or state why you’re writing. Here are some examples:

4.    Main body

When writing an email, it is important to get the level of detail correct. If it’s a quick internal email to a colleague it can be quite brief. However, if you’re writing for an exam, like the Oxford Test of English , you want to show what you can do. We recommend following the acronym RED ( R easons, E xamples, D etails) to help bulk out your answers.

The main body of your email should also have a clear and specific purpose. This could be anything from suggesting a birthday present for a friend or giving feedback on an event you attended. Here’s some useful language you could use:

For more informal and formal language to use in the exam, take a look at our Oxford Test of English Writing Tips .

5.    Closing

Before signing off at the end of your email, it’s a good idea to finish with a closing statement. In a formal email this might be requesting some form of action. In an informal email it might be just to send some good wishes. Either way it’s best to end on a high note!

6.    Signing-off

Saying goodbye is the last thing you do at the end of an email, so you want to get it right. It should reflect your professionalism, and mimic how close you are to the recipient. Again, you must use a comma after the closing phrase and capitalise the first letter. These are some of the most common ways to end an email.

Once you’ve written your email, it’s time to check it and make sure it really is perfect. Give it a quick review, and look for any typos, spelling or grammatical errors. This is especially important if English is not your first language.

Last but not least: Practise

Any kind of writing skill comes with trying and trying again. At Learning English with Oxford we have lots of resources to help you prepare for the Oxford Test of English.

• Find lots of useful tips for passing the exam
• See the test specification s for more information on the email question.
• You can also download a sample test
• And try our online demo to put what you’ve learned into practice!

The Oxford Test of English is an online test, certified by the University of Oxford, and recognised all over the world. Find out more about it on our website .

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Author: Oxford University Press ELT

Every year we help millions of people around the world to learn English. As a department of the University of Oxford, we further the University’s objective of excellence in education by publishing proven and tested language learning books, eBooks, learning materials, and educational technologies. View all posts by Oxford University Press ELT

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Sep 6, 2022

How to start an email with 10 professional examples

Learn how to start an email with our guide on starting formal emails, including examples of professional email greetings and opening lines for different situations.

Lawrie Jones

Table of contents

Starting a formal email in English can be tricky as it involves following some strict rules and conventions. Unless you’re familiar with them, deciding how to start a professional email can be confusing – but it doesn’t need to be. 

This detailed article will explain how to use the correct formal email greetings, salutations, and opening lines. By the end of this post, you will know how to start writing an email in your personal and professional life.

What is a formal email?

Formal emails are those written in the correct format. Formal emails follow a tried and tested formula that all readers will understand. 

A well-written, professional and polite email can start a successful and productive relationship. Conversely, a poorly written email can damage relationships, confuse and even upset recipients in some circumstances.

Every formal email should consist of:

• Subject line
• A salutation or greeting

Formal emails are respectful, using polite terminology to address the recipient. They are written in a simple-to-understand format that’s clear about what you want and why.

The English language is used worldwide by businesses, but there are cultural differences in how we communicate. Formal emails reduce the likelihood of any misunderstanding or miscommunication.

In most cases, poorly written emails won’t damage your career, says Jeff Su in the Harvard Business Review . In contrast, “writing professional emails will affect how competent you are perceived to be in the eyes of your colleagues.”

In your personal life, when contacting a school, for example, you’ll want to ensure your communications are clear, professional, and polite. In this context, formal emails are essential.

We’ve delved deeper into the details of what makes a great formal email in our guide, so check that out if you want to learn more.

Now, let’s take a look at some of the fundamentals of how to greet in a formal email, starting with greetings and instructions. Before that, nake sure to try Flowrite's smart self-introduction email template below:

How to start an email professionally

We’re going to delve deeper into the two critical things you need to know when starting a formal email in English: 

• Formal greeting and salutation
• Formal email opening lines

We address both parts in detail before applying them to a series of examples later.

1. Professional email greetings and salutations

The first thing you need to know about greeting in a formal email is using the correct salutation. 

It can appear confusing as the appropriate formal way of greeting in email changes, depending on whether you know the person you are writing to or not. The first rule is: if you know someone’s name, address the person directly using their full name. 

In the past, you’d use what’s called an honorific – such a Mr and Mrs – with a surname. However, we must be conscious of the risks of what Harvard calls “misgendering” . 

Unless we know someone’s gender for sure (and even in those cases where we think we know, we should never make assumptions), we should avoid using gendered terms.  

Instead, use a person’s full name where possible. This is both professional and respectful.

Take an example of emailing someone called Robert Johnson. 

Instead of saying:  

• Dear Mr. Johnson

We would say:

• Dear Robert Johnson

The question of which greeting is appropriate for a formal email arises regularly. We’ve provided some formal email salutation examples below that illustrate how to greet in an email formal. Still, we’d also urge you to use your judgment, too.

Before sending your email, spend some time attempting to identify the person you’re writing to. Using a person’s full name can establish a stronger connection than a formal approach, such as Dear Sir/Madam.

2. Formal email opening lines

The rules around how to address a recipient in a formal email are relatively straightforward. However, when it comes to starting the body of a formal email, you have greater freedom.

The best formal email opening lines are straight to the point. In most cases, you request something (information, to attend an event, or payment); or respond formally to a request.

If you know someone or have spoken to them in the past, you can get straight into the details of your request.

Some examples of suitable formal email opening lines include:

• I am writing to request some information from your company.
• I am contacting you to invite you to my event
• I appreciate your interest in our company. I am attaching the information requested.

Suppose you’re writing to someone you’ve never communicated with before. In this case, it’s polite to explain who you are and why you’re contacting them. For example, simply stating, “my name is XX, and I’m contacting you from YY” is enough for the reader. This quickly tells them who you are and why you’re messaging them. 

Here’s how that can work in practice: 

• I’m the marketing director at (company name), and I am interested in learning more about your business.
• I am contacting you from (company name) with some details of exclusive new offers
• I’m leaving (company) on 25 September and would like to invite you to a leaving event being held at (insert details).

Of course, you’re not bound by these rules. However, by following them, you won’t confuse or upset your reader.

Can you use “I hope you are doing well in a formal email”? If you know the person, then starting a formal email this way isn’t incorrect. If you don’t know the individual personally, it’s unlikely to achieve the results you want. It can seem overly informal and out of place.

Our advice is to get straight to the point in your formal email opening. We explain more about crafting the best email opening sentences in this detailed blog post.

Why is it important to understand formal email greetings?

In theory, starting an email should be the easiest part of the exchange! "Hello" is one of the first things we learn in our native language. Yet, so often, when greeting someone in a professional context, we *really* get it wrong. We say hello to everyone and everything - bus drivers, people in the elevator, a cute dog - so what's missing once we're sat behind a computer screen?

The answer is understanding workplace contexts. It is key to correctly navigating what greeting to use when, where, and with whom - nobody wants to set the wrong tone before you even get to the main message. Naturally, you want to make a good first impression.

Getting this wrong can cost you the person respecting, replying to, or even reading your email. For example, when HR teams review a mountain of job applications, that very first sentence can seriously harm your chances of an interview if you don't appear sufficiently capable of saying "hello".

Here are some things to consider when professionally greeting someone. ‍

1. What tone do you need to set?

‍ In-person communication allows us to observe audio, visual and physical cues that written communication does not. Think about the environment and sentiment as if you were delivering your email's information in person, then remove these cues. Your email's tone is how the character of your business comes across with your words, illustrating your emotional perspective without these other useful cues. ‍

2. How do you want to be perceived? ‍

As mentioned, life is generally easier when we make a good first impression. So by beginning your correspondence appropriately, you demonstrate your professional ease, expertise, and competence in just a few words. Sounds good, right?

A study from the journal of Social Psychological and Personality Science gives a comparison to in-person communication "First impressions are heavily influenced by emotional expressions such as smiles. In face-to-face contact, smiling individuals are perceived as warmer and as more competent than non-smiling individuals.

Keep this in mind as you dive into the world of workplace communications, and it will keep you straight and narrow when choosing the perfect email greeting. ‍

3. Will this person keep reading your email?

There is much research on the general likelihood of an email being replied to in day-to-day correspondences. It's often the simple things that go the distance, like manners - " Emails on the politer side get higher response rates ", says Boomerang's product designer, Mai-Chi Vu.

In a time where humans have shorter attention spans than ever before, politeness levels really go a long way. Basic considerations like spelling someone's name correctly, mirroring the greeting they've used, acknowledging the tone of the interaction in your reply go a long way in making sure you don't offend or alienate the recipient.

By putting some thought into how you begin your correspondence, you avoid starting on the wrong foot - saving yourself time and the potential awkwardness of being outright ignored.

How to approach different scenarios with ease

Professional email greetings are a space that covers a wide range of contexts and scenarios. Here are a few more example situations to make sure you feel truly confident in all your email communications.

1. Decide on whom you are emailing

Do you know this person? Is this the first time you've corresponded? Are they external or internal to your company? Have all this in mind as you choose the perfect email greeting. Then you can decide if it's more of a formal or friendly professional interaction. 

Our blog post on writing a cold email is a great step-by-step guide on this kind of outreach.

2. Is this a follow-up? 

Are you trying to prompt a reply or chase for an answer on something important? Check out our tips on sales follow-up emails that help find the perfect way of driving that much-needed response while also staying pleasant, polite, and professional. If you are not used to following up on your emails, we've also created a complete guide on how to write a follow-up email after no response .

3. Introductions

This one gets easier with practice but is for sure a tricky one to feel confident about. Find a smooth style that feels natural to you while also ticking all of the boxes that we've outlined here. Finding time to read this piece on How to introduce two people over email should be a no-brainer.

4. Group greetings

Good news! All of the above guidance can be applied when you're addressing multiple recipients. The same principles, just not including individual names. Work with "Hi all", "Hello all," or "Hi everyone," and so forth.

If it's a situation where there are 2-3 people on the thread, you can definitely address these by name with "Hi Name 1, Name 2, Name 3," but we wouldn't generally recommend continuing this above 3 people.

So you ask, how to actually start an email? Let's go through some scenarios and examples that you need to be aware of.

How to start a formal email (6 examples)

So, we’ve broken down the process of how to start a formal email into two steps; now, it’s time to put it into practice. Here we provide six examples of how to start a formal email. Each example is accompanied by a short explanation of our reasons why.

In this section, we include some specific examples of how to start formal examples. We cover:

• How to start a formal email without a name
• How to choose a formal email greeting for an unknown recipient
• How to start a formal email to multiple recipients
• How to start a formal email to a school
• How to start a formal business email
• How to choose the formal email greeting for a job application 

These templates included here are used to illustrate how to approach each task. We recommend that you use these as the basis for developing the approaches that best represent you and your business.

1. How to start a formal email without a name

We’ve written about how important it is to attempt to find a person’s name when emailing them, so we’d always urge you to do so if you can. However, there are likely to be times when this is impossible for some reason.

Some writing guides will still encourage you to use “Dear Sir/Madam,” and while a little old-fashioned, it’s still OK to do so if you need to.   

While you’re free to use it if you’d like to, we recommend finding an alternative. You can do more research to identify the recipient. If not, here are some other options: 

• Dear (Job title)
• Dear (Department or team)

Starting a formal email in English is, thankfully, pretty straightforward. Here’s an example of how to start a formal email with no name.

2. How to choose a formal email greeting for an unknown recipient

If you’re struggling to identify the right formal email greeting to an unknown recipient, you’re not alone. It can be challenging to find the right approach in how to start a formal email to an unknown person.

Other writing guides will suggest you use “To whom it may concern,” but we think this isn’t just formal; it’s a little too fussy for our liking. We’d also recommend opening a formal email with “Hi” or “Hey”. That’s a step too far in the other direction. 

So, how do you choose a formal email greeting for an unknown recipient? Here’s a tried and tested method.

3. How to start a formal email to multiple recipients 

It’s evident that there are different rules when you are emailing a group of people. There are fewer rules when deciding upon a formal email greeting to multiple recipients. The question of how do you start a formal email to multiple recipients depends on who they are. We advise you to choose a safe collective term. 

If they’re fellow employees, acceptable formal email greeting lines include: 

• Dear colleagues

If you’re emailing a generic email address (such as customerservice@), you could use:

• Dear Customer Service Team 

If you’re emailing a business, you could simply use their company name. 

• Dear (company name)

Here’s a fool-proof example of how to start a formal email to a group.

4. How to start a formal email to a school

If you’re wondering how do you start an email to a university teacher or professor , here’s how. The important thing is to ensure that you use the correct honorific; in this case, we’re emailing a professor. 

Check out this example to see how we’ve approached the task.

5. How to start a formal business email

In the business world, it’s crucial to ensure your emails are correctly formatted and respectfully formal. The question of how do you start a formal business letter is often asked by those worried about how they will be perceived. 

Our example template below provides an example you can adapt to your circumstances. You can find more detailed information on how to craft a business inquiry in our in-depth guide.

6. How to choose the formal email greeting for a job application

When sending a cover letter for a job, you’d traditionally use “Dear Sir/Madam.” Still, as we’ve established, this may not be appropriate anymore. 

Firstly, you should attempt to find out who the recruiting manager is and use their full name. If you can’t find their name, then the following alternatives are all acceptable: 

• Dear recruiting manager
• Dear recruiter

Here’s an example of starting a formal email to a recruiter.

4 friendly ways to begin a professional email

There are many cases where your email context isn't so formal or where a friendly touch is appropriate. Maybe it's an internal mail to colleagues or with a long-term client. You can both relax a little and also keep things nice and competent. It's a fine balance sometimes. While many workplaces tend to be more casual these days, keep your basic principles of polite, friendly, and professional front and center. 

1. Hi <Name>

You heard us when we said this option is always a winner, right? Great. Once you are on friendly terms with the recipient, you don't  have to overthink the greeting - you can get straight to the point of the email while maintaining a friendly and professional demeanor. 

2. Hi there

When you do not know the recipient's name or its spelling, this is the safest way to address a professional email without sounding too formal or indirect.

3. Good morning/afternoon/evening 

This can add a friendly, casual, yet still, polite touch to your email greeting. It's definitely for occasional rather than consistent use, though. Needless to say, if different time zones are in play, you should use this greeting wisely.

4. Hey <Name>

Be careful with this one. There are cases to be made for and against "Hey" but feedback shows this should really only be used if you have a rapport with, for example, friends or close co-workers.

When replying to somebody, you can mirror your recipient's tone and choose to open your email with a similar greeting or an alternative that matches the level of formality and familiarity – the some principle applies also to choosing the right email sign-off .

7 email salutations to avoid at work

1. to whom it may concern.

Many sources say just don't use this one. In a survey of almost 2,000 people, 37% of respondents found this greeting the *worst* way to start a professional email . It's been described as annoying, vague, inappropriate, dated, and the list goes on. It, hands down, has the #1 spot of how not to start an email. Convinced? We are.

It's generally best to steer clear of this if you're unsure how, where, and when to use "Hey". As mentioned above, there's a time and place for it, but it's just not worth the risk of coming across as too informal. 

3. Greetings

Best practices suggest that this is outdated. There are now more apt ways to address a group of unknown recipients, like the favorited "Hi there" or "Hi all". It's not the biggest faux pas, but try and stick to the validated winners.

4. Happy <day>!

This divides the masses a little. Overall knowing your audience is key here. While many reports say that this comes across as immature and unprofessional, maybe internally, your company culture embraces this greeting style.

5. No greeting 

A big no-no. You may well be on the receiving end of a no-greeting email, but mostly this rubs people up the wrong way, so this is one behavior not to mirror.

6. Smiley or emoji

It's a tricky one for many as smileys and emojis are widely used in much more visual communication channels to express outside of the written word. Unfortunately, it is still not universally seen as professional enough for use in the workplace, so best to leave these out of your emails in all contexts... :(

7. Misspelled name

This is so avoidable so pay attention when writing your greeting. Double-check this before you press send, and you'll be in the clear. If you're really unsure of the spelling, a little copy and paste of their sign-off or email address should really set your mind at ease.

Final thoughts on how to start a formal email

Starting an email can be a challenge for anyone, but we hope we’ve simplified the process. The key learning point is to understand how to use formal email greetings and salutations and how to craft strong formal email opening lines.

In a 2020 report , 73% of people said that email is their preferred communication method at work. As evolved as humans have become at interacting and communicating, there is undoubtedly much respect to still be paid to the world of electronic mail! What's great is that you've taken the first step towards this by reading up on professional email greetings in this blog post.

Let's remind ourselves of the key takeaways.

1. Don't underestimate the importance of first impressions. 

Nailing this makes everything that comes next easier.

2. When in doubt, lean towards the formal end of the spectrum. 

Politeness has been proven a classic for a reason. As long as you don't go into grandeur territory, this is a fail-safe measure for your professional emails . 

3. Read the room

Take on board what you've learned in this blog post, and make sure you know your audience. Your recipients' comms are always a helpful indicator, so don't shy away from mirroring their tone of voice. 

And there you have it! Now you should feel completely confident about starting a professional email and conquering all of your workplace correspondences. To continue this streak of upskilling, why not learn how to end an email professionally?

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How to Write an Email

Last Updated: May 7, 2024 Fact Checked

This article was co-authored by Tami Claytor and by wikiHow staff writer, Rain Kengly . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 546,220 times.

Do you want to know how to write an email? It can be intimidating if you don't know where to start. When sending emails, there is a general format you should keep in mind. Be sure to know your recipient and the differences between informal and formal email messages. This wikiHow guide will teach you how to write friendly, formal, and professional emails for every occasion.

Things You Should Know

• You must choose between a formal or informal tone when writing an email.
• Using the wrong tone in an email can cause issues with the recipient.
• When writing emails, you'll need an email account from a trusted service.

Email Essentials

• If you are uncertain about how to create a new message, check the help pages for your email service to learn more about it in greater detail.

• A space is often enough to separate multiple email addresses, but some services do request that you separate multiple addresses with a comma or some other form of punctuation. If this is the case, these instructions should be specified by your specific email provider.
• Type the email address of the main receiver or receivers in the “To:” field. The main receiver usually refers to anyone whom the email is directly meant for or addressed to in the body of the email.
• Type other email addresses in the “CC:” field. This is the “copy” field. A receiver should be listed in the “CC:” field if the email does not directly mention them but does refer to something that individual should be aware of.
• Use the “BCC:” field to hide email addresses. If you do not want the receivers of an email to see a list of email addresses the message went to, you should type those email addresses in the “blind copy” field.

• For example, a casual email to a friend could simply say “What's Up?” If you are emailing with a question about an assignment, though, the subject line might read something like “Math homework.”
• Similarly, a question to a supervisor or professor could be labeled with a subject line like “Question” or “Question about...” followed by a brief label describing the topic in question.
• Note that a message without a subject will appear in a recipient's inbox with the label of “(no subject).”

• The nature of email is fast, so you should generally keep the length of your message fairly short.

Writing a Friendly Email

• The only time you would not send a friendly email to a family or friend would be if you are sending a group email of an official nature, like a plea for donations or sale advertisement. Since these emails will likely be sent to people who you are not on casual terms with, as well, you must gear the email toward them.

• If you are just writing an email to catch up with a friend, you could include a humorous subject line or one as simple as "Long time no see!"
• If you are writing with a purpose, mention what that purpose is. For example, if you decide to write an email about a group outing, label the email with a subject that specifically mentions that outing.

• "Morning Bob!"

• Read your email and ask yourself if the content of the email sounds like the way you speak in person. If so, then you've achieved a good tone for a friendly email.
• Use contractions. Contractions are not a part of formal writing, but they are a common part of everyday conversation, making them appropriate for a friendly email.
• Feel free to use slang. If desired, you can include Internet slang: "thx" instead of "thanks," "4" instead of "for," "l8r" instead of "later," etc.
• Also use emoticons when appropriate. :)

• "Later! Jen"
• "This email will self-destruct in 3...2...1..."

Writing a Formal Email

• The tone of your message can be a little more conversational but you should stay away from Internet slang.
• You should still include your signature, but you may not need to provide all of your contact information below your name.

• "Essay question" (when writing an email to a professor asking for details about an essay assignment)
• "Application for Management Job Ad" (when sending an email in response to a job ad)
• "Problem with Part #00000" (when typing an email to request customer service or to report a technical problem)

• "Dear Mr. Smith:"
• "Dear Ms. Jones:"
• "Dear Dr. Evans:"

• Avoid the use of contractions.
• Do not use Internet slang or emoticons.

• Yours faithfully
• Best regards
• Best wishes

• Your title, if you have one, should include your position and the name of the company or institution you are a part of.
• Include your telephone number, fax number, and email address, at minimum. You may also wish to include your mailing address and website URL.

Specific Types of Friendly Emails

• While it's a pretty risky move, you can also use email to tell a guy you like him.

• Similarly, write a flirty email to someone on an dating website. For an email like this, though, you need to be both flirty and informative so that the recipient gets a good idea of who you are.

Specific Types of Formal Emails

• Similarly, you can also write an email applying for an internship . Describe what sort of internship you are looking for and how it will help you meet your career goals. Also provide reasons why you should be selected for the internship.
• Send a follow-up email if you have not yet received a reply about the position you applied for.

• If your professor knows you well enough, you can also email your professor when asking for a letter of recommendation .

Sample Professional Emails

Community Q&A

• Never provide usernames, passwords, or personal information like credit card numbers and social security numbers via email. Thanks Helpful 3 Not Helpful 1

You Might Also Like

• ↑ https://edu.gcfglobal.org/en/gmail/sending-email/1/
• ↑ https://www.grammarly.com/blog/how-to-start-an-email/
• ↑ https://www.grammarly.com/blog/how-to-end-an-email/
• ↑ https://www.indeed.com/career-advice/career-development/format-for-formal-email
• ↑ https://www.indeed.com/career-advice/finding-a-job/sending-applications
• ↑ https://www.purdue.edu/advisors/students/professor.php
• ↑ https://www.indeed.com/career-advice/career-development/email-hr

About This Article

To write a formal email, start with a formal salutation followed by the recipient's last name and appropriate title, like "Dear Mr. Smith." Then, when you're finished writing the body of your email, conclude with a formal closing, like "Sincerely," "Best regards," or "Thank you." Next, include your full name below the closing of your email, followed by your title and the name of your company, if you have one. Finally, underneath your name, add your phone number and email address. To learn how to write a friendly, casual email, scroll down! Did this summary help you? Yes No

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How to Write an Email - Best Examples and Top 5 Dos and Don’ts

Want to know how to write an email? Need some guidance on what goes where and why? Well, whether this is the first email you’ve ever composed, or you just want to refresh your memory, here go through everything you need on the subject of how to write email properly! For more advanced email writing techniques, check out our how to write a professional email article .

Formatting and Components

Learning how to write a basic email is simple, and every email you ever write will feature the same format that requires you to address each of these components:

To, CC, BCC

Attachments.

• Subject Line

Here, we go into each of these components in more detail so you know exactly what makes a great email.

These fields, found at the top of your email, are where you will place the email addresses of the people you wish to contact. Each has a different function:

Discover More:

• What’s The Difference Between CC and BCC In Email? Your Complete Guide!
• The Best Email Providers That Don’t Need a Phone Number
• Want iMessage for PC? We’ve got the Solution for You

The attachment function in your email allows you to attach supporting documents that can be downloaded or previewed within your message. Most formats are supported, and in most cases, you can include text, images, videos, audio, and GIFs. It’s worth remembering, however, that there is usually a limit to the size of the file you can send.

The subject line of your email is all-important , spelling out the intention of your email and what it contains.

They’re often forgotten but this is bad news as they not only help the recipient understand what the body of your message contains, but they also ensure your email doesn’t end up in the trash folder .

Always start your email with a greeting.

Learning how to write an email introduction and greeting is important as it allows you to be polite and let the recipient know the purpose of your message .

Formal emails, such as for a job application or  sales email , require a formal greeting. When considering personal emails or those between close colleagues, it’s usually fine to use a more casual greeting. You should keep this in mind in you’re using any email templates or AI writing tools.

Naturally, the body of your message is an important element when writing an email. The ideal email body has to be focused, structured, with a clear purpose and to the point .

Remember that story telling qualities aren’t appreciated in an email and people tend to lose focus and interest if you don’t keep your email short and to the point.

Always state what your email is about early in your message, and layout your information so it is easily accessible when skim reading .

Signing off your email correctly is just as important as starting it correctly, and ensuring you use the right kind of closing for your intended recipient ensures they know the message is finished.

Tailor your closing on a per-message basis and, if you are unsure about how to sign off, always default on the side of formality.

Sending and Writing an Email – Dos and Don’ts

There are many dos and don’ts when learning to write an email:

How To Write An Email – The Basics

When learning how to write an email, once you have added the recipients email address to the correct field, you’ll need to focus on three main areas. These are:

Here, we provide some examples of how you should approach each of these elements so that you can compose your email.

How to Write an Email Subject Line — Examples

Your subject line should be concise and to the point and include any relevant information that the recipient needs in order to identify the purpose of the message. When learning how to write an email subject line, you can use the following examples to guide you:

How to Write Email Introduction – Examples

Your greeting, salutation, or introduction should be tailored to your intended recipient. In many cases, your email introduction will be familiar to you from letter writing practices.

How to Write the Email Body – Examples

The body of your email will need to contain all the information you want to convey, without being overly long or complicated. Here are a few tips:

How to Write an Email Signature or Sign Off – Examples

Signing off your email is simple, and you can choose how you do it depending on who you are writing to. Here are a few ideas:

How To Write Email Like A Boss – Full Examples

Here, we look at some common examples of email writing to help you combine the elements above and rock your email technique.

How to Write an Email to a Friend or Family Member

When writing an email to a friend or family member, you don’t have to have as detailed of a subject line as you would for a more professional environment. Something along the lines of “Catching Up” will suffice. With your introduction, you can take a more conversational tone with them. You can use an informal introduction like “Hi Sam” when starting a conversation with them. 

Since you are talking to someone close to you in a non-business setting, you can treat it as would you a text message conversation. You’ll want to use a friendly tone, but that doesn’t mean you shouldn’t be concise and clear, though. Don’t ramble as they’ll likely skim past your information if so. When closing your message, salutations like “Love”, “From”, etc. are acceptable depending on the nature of your relationship. 

Example 

I just wanted to check you’d received my invite for Thanksgiving? Please let me know if you’re coming so I know how much turkey to cook!

Love, 

How to Write an Email to a Teacher or Professor

When emailing a teacher or a professor, you’ll want to use a much more clear tone than you would normally. In this setting, this person is an academic, so formality is required. Your introduction should be very formal. In our example below, we use “Dear” as the best option. When emailing a professor, be very concise and use bullet points when possible to make your point clear. When closing your email, use a formal salutation like “ Best Regards ”.

Dear Professor Smith, 

Unfortunately, due to sickness, I would like to request an extension to the deadline of our current project. If possible, I would like an extension until Monday. Please let me know if this works for if you. 

Kind Regards, 

How to Write an Email for a Job Application 

When sending an email for a job application, formality will be required. Your subject line should include “Application – JOB TITLE”. In your introduction, use a formal option like “Dear”. In your body, clearly state that your resume and cover letter are attached (don’t forget to attach them!).

Dear Sir/Madam, 

Please find attached my introductory letter and resume in application for the position of Marketing Associate as advertised on your website. You will find all the information you need in these documents, however, if you require anything further, you can reach me on my mobile or through email. 

Best Regards, 

Lorraine Lister

How to Write a Thank You Email After an Interview 

Getting a job interview is hard enough, so do something to set yourself apart from the rest of the applicants and send a thank you letter after the interview. In the subject line, state that you are thanking the interviewer for their time and attention. In the introduction, use the opening of “Dear NAME”. In the body, thank them for their time and let them know you are available to meet again if needed. “ Kindest regards ” is a great closing to use as your salutation.

Dear Jan, 

Thanks for giving me the time to speak with you and learn more about the role available. It was a pleasure to connect with you and discuss and how I might fill the position of Marketing Associate. 

Please feel free to contact me if you would like any more information or if you would like to arrange another meeting to discuss how we can proceed. I look forward to hearing from you in the near future. 

Kindest Regards, 

How to Write an Email for Business Purposes 

Email is the communication language of business, so it’s important to know how to learn ace email skills to further your career. “Hi Team” or “Hi All” is an ideal opening when sending to a group of people, but for a single person, use “Hi NAME” . Clearly state the purpose of the email, the intended outcome (meeting scheduled, documents reviewed, etc.), and then communicate the timeline. When closing, use “ Thanks ” or “ Best Regards ” .

Hi Team, 

Attached you’ll find the latest sales figures from the last quarter. If you have any comments, please get in touch with me directly. 

Best, 

Emma Watson

Sales Manager

ABC Company

How to Write an Email – FAQs

Email is the number one method of digital communication in the world, and its simplicity and ease of use mean it’s still popular even though it’s pretty old. You can write an email for a number of reasons, including keeping in touch with friends or family, applying for jobs, communicating with colleagues, or even just requesting information.

Anyone with an email app and an email address can write an email, and it remains one of the most popular methods of communication thanks to its availability and ease of use.

Your email address will be made up of three of four components. These are: your name (or other handle), the @ sign, and the domain of your email provider. This is usually a .com or .net domain, however this will depend on your email service.

The subject line is usually found at the very top of your email, just below the To, CC , and BCC fields where you enter the email addresses of your contacts. Don’t forget to write a short and snappy subject line so your recipients know what your email is about.

Depending on the email app you use, you may find the attachment button at the top or bottom of the screen. It is usually indicated with a paperclip icon and a click will allow you to attach files from a computer or the cloud.

The send button may be at the top or bottom of the screen depending on the app you use. It may be a simple arrow icon, or it could be a button with the word “send”. Usually, one click is all it takes to send your message, so make sure you check it properly first.

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How to Write an Academic Email

4-minute read

• 21st October 2019

When you email a professor or tutor for the first time, you want to make a good impression. But how can you do this? Our top tips for writing an academic email include the following:

• Consider whether you need to send an email. You may be able to find the information in your syllabus, timetable, or other course materials.
• Write a clear subject line setting out what your email is about.
• Let the recipient know who you are and make a specific request.
• Use a clear, concise writing style and appropriate academic language.
• Proofread  your email carefully before hitting send.

Check out our guide below for more on how to write an academic email.

1. When to Send an Academic Email

If you say the word “inbox” to an academic, they will shudder in horror. This is because most lecturers and tutors receive dozens of emails every day. Keeping on top of this can take a lot of time and effort.

So, before writing an email, ask yourself: Do I need to send this?

Often, you can find the information you need in other places. If you want to know about a reading assignment, for example, you should check your syllabus, course documentation, or reading list.

This isn’t to say you shouldn’t ask for help. Academic staff are there to assist you. But they can do this more effectively if they have time to spare, so it’s best only to email someone when you can’t find the information elsewhere.

2. Subject Line

Every academic email should have a  clear subject line  that sets out why you’re emailing. For example, if you need to discuss a paper you’re writing, a vague subject line like “Question” or “Urgent!” may be easy to overlook.

Instead, you could write something like:

Aristotle Paper – Tutorial Request for Wednesday

This is short and simple, but the recipient will immediately understand the topic of your email, what you need, and when you need it.

3. Be Specific About Why You’re Emailing

The text of your email should be as specific as possible. To do this:

• Set out who you are and your relationship to the recipient.
• Explain your situation in no more than a couple sentences. For more complex requests, you’re better off setting up a meeting in person.
• Suggest how the recipient can help you address the problem.

This will ensure the recipient knows who you are and what you need from them. The simpler you make this, the easier it will be for them to respond.

4. Be Clear, Concise and Formal

As well as being specific, you need to use an appropriate writing style. This should be clear, concise, and  formal . Be sure to:

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• Address the recipient using their proper title (e.g.,  Dear  Prof.  Smith ).
• Use academic language as appropriate (avoid slang and emojis).
• Be polite in your request; don’t make demands.
• Thank the recipient for their time at the end of the email.

It may be the recipient is happy for you to use a less formal writing style. But it’s best to stick to formal, respectful language until you get to know them.

5. Proofread Carefully

Finally, be absolutely sure you  proofread your email before sending it.

This will save you from any embarrassing typos, ensuring your email is easy for the recipient to understand.

Example Academic Email

In closing, here’s an example of an academic email:

Dear Prof. Smith,

I am a first-year student on your Ancient Greek Philosophy module, and I was hoping we could meet to discuss the upcoming Aristotle paper (due on March 3).

I am planning to write about Plato and Aristotle, and I have attended the lectures and completed the required reading, but I have questions I would like to ask before I begin writing. Will you be available to meet this Wednesday?

Early afternoon would be best for me, but I am happy to adapt my schedule if you are not available then. If we cannot meet, do you have any books or research papers about Plato and Aristotle that you can suggest?

Thank you for your time.

Kind regards,

Isaac Kinsella

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Home / Formal email writing examples & tips

25 formal email writing format examples & best practices

Get professional email writing formats proven to work in real life. See top formal email examples and learn professional email best practices.

Professional email writing is a skill that comes in handy throughout your day-to-day – whether it’s communicating in the professional context, or managing your personal life. Using the right formal email writing format and best practices can get you understood, heard, and better respected.

The good news is that once you have the right examples for the right contexts, you can easily adjust the text to get your message across. Luckily, we’ve rounded up our favorite tips for creating and structuring effective formal emails, with helpful examples and templates.

Let’s dive in!

What’s in this article

Formal vs. informal email writing

• Basic formal email structure

Thank you email

Formal letter of appreciation, letter of complaint, cover letter, reminder email, letter of apology for a client, apology letter from boss.

• Apology mail for the manager
• Introduction email to client (outreach)
• Sample email for proposal submission

Proposal submission email

• Quotation email

Email asking for feedback

Email of inquiry requesting information, email asking for a status update, sick leave mail format, letter asking for a discount from the supplier, ask for a raise, email your boss about a problem (asking for help), email to schedule a meeting.

• Email to the client sharing the status of project
• Email to the boss about work progress

Acceptance email

“this is to inform you that” letter, job rejection email, aesthetics of a formal email.

• How to improve your email writing skills

Formal email writing is utilized in a B2B or B2C scenario, where you’re exchanging professional emails with colleagues, businesses, or partners. Informal email writing is the style you’d likely use when corresponding with a friend or family member, or even a quick email to a colleague.

When you’re emailing a friend, there’s less on the line if you get your words or meaning wrong. But when writing a business email there is much more at stake. A crucial mistake could hurt your reputation or wreck an incredible business opportunity.

That’s why we’ve decided to cover the best practices of formal email writing, so that you can get it right every time.

We’ll review the ins and outs of email structure, different email formats you can use, as well as short email templates that you can use in various scenarios. Keep reading to learn how to write the perfect email.

Basic formal & professional email structure

Before we get into different email templates, it’s important to know how to build an email yourself. For the most part, every email, regardless of its contents, will follow the same structure with the same basic elements. You should get to know these elements in order to ensure proper and effective email writing as a whole.

The basic elements of professional email writing:

• Your email address
• Subject line
• Email opening
• Email ending
• Email sign-off
• Email signature, or “footer”

Now let’s break these down, one by one:

1. Start with a professional email address

Your email address is often out of your control. If you work for a company, or operate under the umbrella of a brand, your email address will likely include the company or brand name domain.

For example, the emails in WiseStamp are all in the following format: [employee_name]@wisestamp.com. This ensures that we all have a professional business email address. Since only the owner of wisestamp.com can issue email addresses under that domain name, this ensures our emails appear legitimate.

Imagine if each employee had a random Gmail address like [name][email protected]. Anyone can create that email, which would make it suspicious. Email open rates are first and foremost dependent on trust, so make sure you have a trustworthy email address—otherwise suffer very low open rates.

If you are a freelancer professional, working separately from an established brand, consider buying a domain name for your personal brand. You can look up available domains on Google domain registrar .

2. Email subject lines

Your subject line will be the single most important element in your formal email writing. It is the first thing your recipient will see, so your goal here is to convince them that your email is a safe, relevant, and high priority (in that order). If you don’t succeed in doing that, your email may never be opened, and any effort you put into the rest of the email elements will go to waste.

Your subject line will depend on the purpose or content of your email, but overall, you want it to be something engaging enough for a recipient to click on.

Email writing subject line guidelines:

• Be clear and specific : Avoid using generic or clickbait subject lines that say little or make unrealistic promises, like “Find out how to double your business in a week!”
• Be original : Avoid the overused subject line templates you find on the internet. Instead, make original subject lines that are relevant, personal, and concise.
• Add relevance : Address something that the recipient will recognize, like an acquaintance’s name or an article, show or book they appeared on.

Studies have shown that personalized subject lines are 26% more likely to be opened. You also want to tailor your email subject line to your email goal, whether it’s a sales email, a personal email, a newsletter, or something else. Think of 3-4 refined options then narrow them down to which will likely be most appropriate.

3. Email opening

The next most important way to hook a recipient into your email is by writing a strong email opening line . Like your subject line, the email opening is mostly used as another filtering stage for most people. If it fails to meet the promise made in the subject line, your readers will bail.

Therefore, it’s extremely important to state your main point in 1 to 2 paragraphs, tops. When you clearly convey your request or question, and your reader feels it’s relevant and interesting, they’ll continue reading your email. If you manage to get them to stay beyond this point, then in most cases, they’ll reply to your email. Good for you!

Email writing opening guidelines:

• Address your recipient by their preferred name : Look up an article they’ve written or their LinkedIn page for reference. Some people will use their full name or their nickname accordingly. For example David might go by Dave, or Anastasia goes by Ana.
• Establish a connection : In your email, reference a personal experience that involves the recipient, like an article or a news piece you’ve read about them, or a conversation you had with an acquaintance.
• Match the opening with the subject line : Your opening message has to mirror the promise made in the subject line because this is how the reader determines whether your email is relevant or not. If you don’t connect the subject line to the opening, readers may get confused or even assume that you’re using clickbait.
• Get to the point fast : Tell your reader why you reached out and what’s in it for them.

4. Email body

The body of your email is where you get into your main message. Whether you’re composing an email to establish a new business connection or just following up on a meeting, the body of your email should be detailed enough that the reader isn’t confused, but also brief and to the point. No one wants to sit and read a long-winded email when they have dozens of other unattended messages in their inbox.

Email body writing guidelines:

• Be concise and detail only what’s needed to get your point across.
• Use words that convey (authentic) positive personal emotions , like “glad,” “excited,” “intrigued,” and “confident.”
• Use the word “because ” when asking for something. It’s been scientifically shown that people are more easily convinced to do something if told why, and even more so if the reason is important to them.
• Show, don’t tell . If you can’t explain something in a few words, see if you can add a screenshot, a video, or a link that explains it better.
• Use headings to split long content into sub-topics . If you can’t avoid writing a long email, make sure to break it up into subsections with headings. This will help your time-scarce readers to scan and find their points of interest.
• Add your concrete request or question in bold text . To best ensure your readers do not miss the most important piece of content (i.e. your request or question), add it to a separate line, in bold. You can also use a different color, if that works for your brand. Just be sure to avoid light shades for a high contrast between the text and the white background. Oh, and once you pick a color—stick to it throughout your email!

5. Email ending

After you’ve addressed all your main points in the body of your email, you’ll want to add a respectful and brief conclusion. You can either invite your recipient to reach out for more questions, wish them success, or ask a question. It all depends on the motive for your email. If it was a long email it could also be a good idea to gently reiterate your main request, question, or motivation.

6. Email sign-off

When closing your email, choose a suitable email sign-off . There are different sign-offs you can use for each occasion, such as “best regards,” “sincerely,” or “with love.” Use your best judgement on which to use that best suits your email content and recipient. For example, you obviously wouldn’t want to send the last one to your manager!

A cool tip you can apply is to add a handwritten signature sign off. A handwritten signature give your recipient the feeling that you gave the email special attention and a personal touch. You can create one here .

7. Email signature / footer

Your email signature (or footer) is your wave goodbye, and the way you do it seals the impression you’ve made up to this point. Make this moment memorable, organized, and aesthetic, and you can get some extra credit and a positive attitude from your reader. A messy, disorganized signature is at best an opportunity lost, and at worst, a discredit to your image.

Consider creating a professional email signature to nail a positive lasting impression. Use the simple text email signature we all used back when email started at your discretion. Whichever you choose, be sure to include all your professional and contact information. You should also add links to your website, social media sites you are most active in, or a landing page.

Professional formal email examples: specific formats for specific goals & uses

To better understand how all the elements of an email work together in different types of emails, let’s look at some templates. These letters are suitable for a number of email scenarios, so tweak the content to make it more relevant to your needs.

See our examples of the most common email writing formats:

Apology letters samples:, sample business emails (b2b and b2c):, information inquiry letter samples:, request email samples – professional email asking for something:, work update email samples:, confirmation vs rejection email samples:.

A thank you email is usually one that you’ll send after previous communication with someone. You might want to thank them for their help on a project, for fulfilling your personal request that you previously sent, for a job interview, or even for something as simple as taking a phone call or a meeting.

When composing a thank you email, you don’t want it to be too long, so get straight to the point. Also, this type of email isn’t always necessary, and might even clutter up the inbox of someone who is very busy, so consider whether or not it will be useful for you before you click “Send” on a thank you message.

Thank you email for work done or service rendered

Thank you so much for [action they did] It was such a pleasure to work with you, and I’m look forward to the next opportunity to work together again.

Please don’t hesitate to contact me if I can provide any additional information.

Best regards, [name and job title]

Thank you email for a job interview

Dear [name of hiring manager],

I enjoyed speaking with you the other day during our interview for the [position title] at [company name]. The job appears to be an ideal match for my skills, ambitions, and interests.

The innovative approach to the corporate culture within the [job field] world confirmed my wish to work at your firm.

I will bring my engineering skills, assertiveness, and ability to engage others to work in a cooperative way within the [name of department] department.

Thank you, again, for your time, and I look forward to hearing your thoughts.

Best Regards,

Dear Mr./Mrs. [name],

I would like to formally recognize all the hard work and dedication you’ve put into completing [project/task]. Due to your consistent efforts, the project is what it is today and that led to the positive results we were hoping for. 

On behalf of [company name, board members, etc.], we would like to formally thank you for your hard work and we would like to let you know that we highly value your contribution and your continued dedication to your job.

We are very grateful to have you as a member of our team and we wish to continue to see you thrive within our organization.

Best regards,

[Name and job title]

Dear [name],

On January 30th, 2020, I made a reservation at your restaurant located at 1234 Mulberry Lane for a birthday dinner for four people. This letter is intended to bring certain issues to your attention.

Unfortunately, we did not enjoy our dinner due to the fact that the food was very slow to arrive and we received the wrong dishes. It’s understandable that it was a busy time at your restaurant, but the quality of the service was not as expected.

To resolve this problem, I would appreciate it if you could provide compensation in the form of a gift voucher or discount on a future meal. 

I’m looking forward to your reply.

With regards,

[Your name]

It used to be common to send your cover letter and CV as an attachment to your email. However, it’s becoming a lot more accepted to use the email itself as your cover letter and simply attach your CV.

When sending a cover letter email, make sure you’re using formal language, addressing the right person such as HR or the hiring manager, you use a relevant subject and opening line, and the body of your email demonstrates why you’d be a perfect fit for the job and company. Hiring managers likely receive dozens of email cover letters, be sure to make sure yours stands out and doesn’t drag on too long.

Cover letter example

Dear hiring manager [name],

I’m very interested while reading the job posting for the position of [job title]. I believe that the experience I have strongly match the responsibilities of this position. I am enthusiastic about submitting my application for the position.

My most recent position was at [company name], where I was a [job title name ]. Additionally, I recently participated in a [mention an accomplishment in your last job that is relevant]

I have attached my resume to this email. Thanks to it, I believe you will learn more about my experience, education, and achievements.

Looking forward to hearing from you,

The format of this type of email message will be different depending on whether it’s your first time reaching out to someone, or the second or third time. The main difference is that the first contact email has to include details that provide context.

When writing a reminder email or follow-up email you don’t need to provide a broad context. Instead, briefly remind your recipients of what you’ve both already agreed on, as it might have simply may been forgotten or placed low in their backlog.

This little push can go a long way in shortening your timetables and making sure you’re items are prioritized. Most people appreciate the reminder and respect you for being steadfast.

Reminder email sample

I’m sure your schedule is very busy, so this email is simply to remind you of your upcoming interview with [name] who is a candidate for [name of position].

The interview will be at [time] on [date] in [location].

Please let me know if there’s anything I can help you with to prepare to interview this candidate.

Apology letters samples

From time to time we all make mistakes, and we all get something wrong. Sometimes our mistakes hurt others, cause them discomfort, or make them frustrated. In these situations, it’s usually the right call to simply apologize.

Apologizing is something that must be sincere or you risk offending the person further. It’s always the best approach to express genuine regret.

But regardless of whatever you truly feel, be very careful to only use words that express empathy for whomever it is you’re apologizing to. Do not lay any responsibility on them, and do not give excuses.

Dear [client’s name],

Please accept my deepest apologies on behalf of [company or business name] for the poor experience you had at our restaurant.

I want to thank you for bringing these issues to my attention and please know that we are making every effort to correct our mistakes so events like these don’t happen in the future.

As a token of our apology, please accept a gift card in the amount of $50.00 that can be used at our restaurant in the future.

I hope to greet you again soon at [company or business name].

Yours sincerely,

[Your name and job title]

Dear Mr./Mrs. [boss’s family name],

I’m writing to you to express my regret for my behavior on [date] in regard to [event]. I would like to apologize for my words and actions and reassure you that such an event will not happen again.

On the date in question, I got into a verbal altercation with the head waiter about the scheduling, and this led to my inexcusable behavior. I have already apologized to [name of colleague], and I wanted to assure you that I will work to improve my reactions and behavior in the future.

I’d be happy to meet with you to speak about the incident further if you have any outstanding concerns.

I am sorry again.

Apology mail for manager

Dear [manager’s name],

I owe you an apology for providing you with the wrong information on [date] regarding [event]. It was not my intention to provide inaccurate or misleading information, and I apologize for any inconvenience that this careless mistake may have caused you.

I will be sure to be more thoughtful in the future and learn from this incident.

Please do not hesitate to share any thoughts or concerns with me. I’d be glad to discuss this further and make it right. 

Business email writing samples

Introduction email to a client (sample email to approach a new client).

Dear [Sir/Madame/Name],

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs.

At [company name], there are a number of services we can offer, such as [short list of services]. Our employees are also highly dedicated and are willing to help you with your every need. 

I’d love the opportunity to speak or meet with you to discuss your needs further and to tell you more about how [company name] can help you succeed. You can contact me at [phone number] with any questions you may have.

Dear [Name],

Please find enclosed to this email the proposal you requested regarding your website audit.

We hope that you will find this proposal helpful and insightful and that it meets your expectations. Of course, if you would like to make any adjustments or go in a different direction, feel free to let us know and we’d be happy to discuss with you.

Thank you for entrusting [your company name] with your website audit, and we hope to hear back from you soon.

Sending quotation email

Dear [customer name],

We’d like to thank you for sending in your inquiry on [date] regarding a quotation for auditing your website.

Based on an initial estimation, we are happy to offer you a quotation based on your requests. Please find the official pricing quote attached to this email. Note that this quotation includes [list of services], but should you want additional services, we’d be happy to discuss it further with you and provide another quotation.

Please do not hesitate to get back to us with any questions about the quotation or our services.

Hi [customer name],

We really appreciate you using our services on [date] and we’d like to get your feedback on your experience.

Please follow the link [insert link] to complete a short survey regarding your experience. This survey shouldn’t take any longer than 2 minutes and it will help us improve our products and services in the future.

We want to thank you in advance for your time and hope that you enjoyed your experience with [company name].

[Name and/or company name]

Inquiry letter samples

This email is to inquire about the website audit services you posted on your website. 

As I understand, you offer services to audit businesses’ websites and provide personalized insight into what improvements can be made. I’d like to request further information with regard to your pricing as well as the scope of the work that will be performed, including specific services that can be expected.

I look forward to receiving your response.

I wanted to check in and check on the status of the website audit project that is due on [date]. 

Please let me know where you’re at with the project and don’t hesitate to let me know if you require any assistance from my end.

Request email samples: professional email asking for something

A personal request email is usually straight to the point and involves a sender asking a recipient for something. It could be anything from connecting on a professional network, asking to set up a meeting, or even requesting a professional introduction. Following a personal request email, a recipient may decide to either accept or reject what the sender is asking for. In this type of email, it’s important to be very clear with what you’re asking for.

Hi [Name of manager/supervisor],

I am writing to request sick leave from [date range]. I will be undergoing surgery and at the recommendation of my doctor, I need to be off of work for 2 weeks in order to recover. I hope to be back at work on [date]. 

Please let me know if you have any questions.

Dear [name of the supplier],

Thank you for sending over your product catalog. We are very much interested in purchasing [name of the product(s)] from you and would like to get a quote for these items.

Additionally, we are hoping that this will lead to a prolonged partnership between the two of us. Therefore, we are kindly requesting that you provide us with your best possible price since we would like to use your goods on a permanent basis.

Thank you for your understanding.

Dear [Name of Manager/supervisor],

I have greatly enjoyed working for [company name] over the last 3 years. During these years, I feel that I have become a valuable member of your team and I have contributed to projects in a significant way. 

Since working here, I have accomplished: [list accomplishments].

As an employee, I think I have outperformed the goals set for me. As a result, I would like to have the opportunity to discuss increasing my salary so that it matches my current performance. Please let me know when is a good time for you to meet so that we can discuss this further.

Once again, I am grateful to be part of an organization that provides me with unique challenges and opportunities to continuously learn and grow.

Dear Mr./Mrs. [name of boss],

I would like to bring to your attention the incident that occurred at [location] on [date] at [time].

I was deeply upset by the actions of [coworker/event]. I tried to speak with them, but this did not lead to any sort of resolution and now I feel as if our professional relationship at work is strained as a result.

I am turning to you for assistance with the matter and I hope that you are able to come up with a solution that neither of us has thought of yet. 

Thank you for taking the matter seriously and please let me know if you have any questions or concerns.

Thanks for getting in touch with us about our product. I’d be glad to set up a meeting in order to give you more information, answer your questions, and show you how it can work for your business. Does [date] at [time] work for you?

I look forward to meeting with you soon!

Work update email

Email to the client sharing the status of the project.

Dear [name of client],

We’d like to keep you updated regarding the progress we’ve made on our project. Please have a look at the tasks we’ve accomplished below and do not hesitate to get back to me with any questions or concerns you may have.

Key highlights and updates:

• [list them]

Tasks accomplished this week:

Tasks to do next week :

Email the boss about work progress

Hi [name of boss],

I am happy to let you know that the project [name of project] that was assigned to me on [date] is now nearing completion. Due to the hard work of our team, the project is expected to be completed on time. Based on the pace of our work, I expect to have the entire project completed by [date].

The remaining elements of this project to be completed are as follows:

• [List them 1]
• [List them 2]
• [List them n]

Thank you for your continued support and guidance and please do not hesitate to get in touch with any questions.

Confirmation vs rejection email samples

You might get an email confirmation after you purchase something online, or you can also reply to a formal email confirming receipt of an email attachment, a meeting time, or a company update. A rejection email is similar in that it might reject the item that was proposed in an email, in which case you’d let the sender know.

It is my great pleasure to inform you that I will be accepting your offer for employment as [job title] with [company name]. The goals for this role that you described are in line with my personal career aspirations, and I hope to be able to learn and grow in this role.

As discussed in our previous meeting, my salary will be [salary] and I will be starting on [date].

I appreciate all the time you took to make the interviews as seamless as they were, and I look forward to working with you soon.

This is to inform you that your business proposal [title of the proposal] has unfortunately been rejected by our committee. While we did like your idea, unfortunately, the costs involved reach well beyond our budget for this quarter. 

We wish you the best of luck in your future endeavors and encourage you to submit additional proposals if you have others that are aligned with our goals.

Best of luck,

This is to inform you that I will not be proceeding in the interview process for [job title] with [company name]. I would like to formally withdraw my candidacy.

At this time, I have accepted a position with another company, so I am no longer in search of employment. However, I would like to sincerely thank you for taking the time to meet with me and for being attentive to my questions about the role. 

It was a pleasure meeting with you and I wish you luck in finding the right candidate for the job.

Before you even get started on the content of your email, you want to make sure the aesthetic is appealing and not too out of the ordinary. Of course, you want to capture the attention of your recipient, but you also want to appear professional, so keep the Comic Sans font out of the equation. What sort of aesthetics should you pay attention to in a formal email? Let’s take a look.

Choice of Font

Don’t start reinventing the wheel here. It’s better to go with a safe bet instead of a creative option when selecting a font. Choose a font that’s easy to read and skim, since if you’re sending a longer email it’s possible your recipient will just skim its contents. Therefore, you want to font to be clear and the letters to be far enough apart. We suggest going with fonts like Georgia, Verdana, Arial, or Times New Roman.

You don’t want your recipient to have to squint to read your email, but your text also shouldn’t appear as if it’s yelling either. Depending on the font you go with you might need to tweak the sizing a little, but in general, font size 12 is what you should be using. You can use size 10 or 11 as well, just make sure it doesn’t look too small before sending your email.

How do I improve my email writing skills?

There are a number of ways you can make your emails shine, and you don’t need to be a professional writer to do it. In fact, there are a few small areas you can focus on to make your emails clearer and more well-received. Here are a few things you should keep in mind when composing an email:

1. Optimize your email subject lines

Your subject line is the first thing a recipient sees when they receive your email. Therefore, it’s important that it’s optimized as much as possible. Keep these tips in mind when coming up with your subject line:

• Keep it short to no more than 40 characters
• Make it personal, use the recipient’s name if you have it
• Use a call to action, like “let’s set up a meeting today”
• Create a sense of urgency, such as “offer to expire soon”

2. Practice summarizing your main point for your email openings

Once you get your recipient to open your email, you don’t want to bore them right away. You have to keep things interesting, relevant, and straight to the point. That’s why it’s crucial to put your main point somewhere in the first sentence, or at least the first paragraph. 

While your opening line can be something general like “thank you for taking the time to meet with me,” the very next line should be something more powerful. Whether you ask for the results of a meeting, make a proposal, or initiate a follow-up meeting, this first sentence sets the tone of the rest of the email so the reader knows exactly what the subject is and what to expect from the rest of your message.

3. Research the correct email etiquette to use for your most common scenarios

When sending emails, especially formal or professional emails for work, it’s important to maintain email etiquette . Since many of us answer our emails on our phones while on the go, it’s tempting to reply to emails as we would a text message, but that’s not good practice.

4. Proofread for typos and grammar mistakes

Finally, always review your email before you click “Send.” Make sure your email is free of typos, punctuation errors (and that you’re not, for example, using too many exclamation points), and that your syntax is correct.

Also: don’t always rely on spell-checkers. While they’ve come a long way thanks to AI, they don’t always pickup errors where words are spelt correctly, yet used in the wrong context.

The best way to do this is to read your email out loud before sending, especially if it’s an important message to a superior or a client, as emails with grammar mistakes can potentially have a negative impact.

There are countless reasons for needing a formal email writing template. If we didn’t cover every single scenario here, we hope that you know at least have a better idea of what constitutes a good formal email. Using our tips and examples, you’ll be able to compose better emails that get you the results you want. 

More on this topic

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• How to write a resignation letter: A comprehensive guide
• An Interview with Chatgpt: Can AI think outside of the box for email marketing?
• Email closings: The definitive guide
• Email blast marketing: Learn how to effectively promote your brand
• Email management: : Proven Tips for Boosting Productivity
• Various best regards alternatives for email closing
• How to get a professional email address
• How does BCC work: complete guide
• How to craft an introduction email to a new team

The writer of the academic essay aims to persuade readers of an idea based on evidence. The beginning of the essay is a crucial first step in this process. In order to engage readers and establish your authority, the beginning of your essay has to accomplish certain business. Your beginning should introduce the essay, focus it, and orient readers.

Introduce the Essay.  The beginning lets your readers know what the essay is about, the  topic . The essay's topic does not exist in a vacuum, however; part of letting readers know what your essay is about means establishing the essay's  context , the frame within which you will approach your topic. For instance, in an essay about the First Amendment guarantee of freedom of speech, the context may be a particular legal theory about the speech right; it may be historical information concerning the writing of the amendment; it may be a contemporary dispute over flag burning; or it may be a question raised by the text itself. The point here is that, in establishing the essay's context, you are also limiting your topic. That is, you are framing an approach to your topic that necessarily eliminates other approaches. Thus, when you determine your context, you simultaneously narrow your topic and take a big step toward focusing your essay. Here's an example.

The paragraph goes on. But as you can see, Chopin's novel (the topic) is introduced in the context of the critical and moral controversy its publication engendered.

Focus the Essay.  Beyond introducing your topic, your beginning must also let readers know what the central issue is. What question or problem will you be thinking about? You can pose a question that will lead to your idea (in which case, your idea will be the answer to your question), or you can make a thesis statement. Or you can do both: you can ask a question and immediately suggest the answer that your essay will argue. Here's an example from an essay about Memorial Hall.

The fullness of your idea will not emerge until your conclusion, but your beginning must clearly indicate the direction your idea will take, must set your essay on that road. And whether you focus your essay by posing a question, stating a thesis, or combining these approaches, by the end of your beginning, readers should know what you're writing about, and  why —and why they might want to read on.

Orient Readers.  Orienting readers, locating them in your discussion, means providing information and explanations wherever necessary for your readers' understanding. Orienting is important throughout your essay, but it is crucial in the beginning. Readers who don't have the information they need to follow your discussion will get lost and quit reading. (Your teachers, of course, will trudge on.) Supplying the necessary information to orient your readers may be as simple as answering the journalist's questions of who, what, where, when, how, and why. It may mean providing a brief overview of events or a summary of the text you'll be analyzing. If the source text is brief, such as the First Amendment, you might just quote it. If the text is well known, your summary, for most audiences, won't need to be more than an identifying phrase or two:

Often, however, you will want to summarize your source more fully so that readers can follow your analysis of it.

Questions of Length and Order.  How long should the beginning be? The length should be proportionate to the length and complexity of the whole essay. For instance, if you're writing a five-page essay analyzing a single text, your beginning should be brief, no more than one or two paragraphs. On the other hand, it may take a couple of pages to set up a ten-page essay.

Does the business of the beginning have to be addressed in a particular order? No, but the order should be logical. Usually, for instance, the question or statement that focuses the essay comes at the end of the beginning, where it serves as the jumping-off point for the middle, or main body, of the essay. Topic and context are often intertwined, but the context may be established before the particular topic is introduced. In other words, the order in which you accomplish the business of the beginning is flexible and should be determined by your purpose.

Opening Strategies.  There is still the further question of how to start. What makes a good opening? You can start with specific facts and information, a keynote quotation, a question, an anecdote, or an image. But whatever sort of opening you choose, it should be directly related to your focus. A snappy quotation that doesn't help establish the context for your essay or that later plays no part in your thinking will only mislead readers and blur your focus. Be as direct and specific as you can be. This means you should avoid two types of openings:

• The history-of-the-world (or long-distance) opening, which aims to establish a context for the essay by getting a long running start: "Ever since the dawn of civilized life, societies have struggled to reconcile the need for change with the need for order." What are we talking about here, political revolution or a new brand of soft drink? Get to it.
• The funnel opening (a variation on the same theme), which starts with something broad and general and "funnels" its way down to a specific topic. If your essay is an argument about state-mandated prayer in public schools, don't start by generalizing about religion; start with the specific topic at hand.

Remember.  After working your way through the whole draft, testing your thinking against the evidence, perhaps changing direction or modifying the idea you started with, go back to your beginning and make sure it still provides a clear focus for the essay. Then clarify and sharpen your focus as needed. Clear, direct beginnings rarely present themselves ready-made; they must be written, and rewritten, into the sort of sharp-eyed clarity that engages readers and establishes your authority.

Copyright 1999, Patricia Kain, for the Writing Center at Harvard University

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How to Write an Essay Introduction (with Examples)   

The introduction of an essay plays a critical role in engaging the reader and providing contextual information about the topic. It sets the stage for the rest of the essay, establishes the tone and style, and motivates the reader to continue reading. 

Table of Contents

What is an essay introduction , what to include in an essay introduction, how to create an essay structure , step-by-step process for writing an essay introduction , how to write an introduction paragraph , how to write a hook for your essay , how to include background information , how to write a thesis statement .

• Argumentative Essay Introduction Example: 
• Expository Essay Introduction Example 

Literary Analysis Essay Introduction Example

Check and revise – checklist for essay introduction , key takeaways , frequently asked questions .

An introduction is the opening section of an essay, paper, or other written work. It introduces the topic and provides background information, context, and an overview of what the reader can expect from the rest of the work. 1 The key is to be concise and to the point, providing enough information to engage the reader without delving into excessive detail. 

The essay introduction is crucial as it sets the tone for the entire piece and provides the reader with a roadmap of what to expect. Here are key elements to include in your essay introduction: 

• Hook : Start with an attention-grabbing statement or question to engage the reader. This could be a surprising fact, a relevant quote, or a compelling anecdote. 
• Background information : Provide context and background information to help the reader understand the topic. This can include historical information, definitions of key terms, or an overview of the current state of affairs related to your topic. 
• Thesis statement : Clearly state your main argument or position on the topic. Your thesis should be concise and specific, providing a clear direction for your essay. 

Before we get into how to write an essay introduction, we need to know how it is structured. The structure of an essay is crucial for organizing your thoughts and presenting them clearly and logically. It is divided as follows: 2  

• Introduction:  The introduction should grab the reader’s attention with a hook, provide context, and include a thesis statement that presents the main argument or purpose of the essay.  
• Body:  The body should consist of focused paragraphs that support your thesis statement using evidence and analysis. Each paragraph should concentrate on a single central idea or argument and provide evidence, examples, or analysis to back it up.  
• Conclusion:  The conclusion should summarize the main points and restate the thesis differently. End with a final statement that leaves a lasting impression on the reader. Avoid new information or arguments. 

Here’s a step-by-step guide on how to write an essay introduction: 

• Start with a Hook : Begin your introduction paragraph with an attention-grabbing statement, question, quote, or anecdote related to your topic. The hook should pique the reader’s interest and encourage them to continue reading. 
• Provide Background Information : This helps the reader understand the relevance and importance of the topic. 
• State Your Thesis Statement : The last sentence is the main argument or point of your essay. It should be clear, concise, and directly address the topic of your essay. 
• Preview the Main Points : This gives the reader an idea of what to expect and how you will support your thesis. 
• Keep it Concise and Clear : Avoid going into too much detail or including information not directly relevant to your topic. 
• Revise : Revise your introduction after you’ve written the rest of your essay to ensure it aligns with your final argument. 

Here’s an example of an essay introduction paragraph about the importance of education: 

Education is often viewed as a fundamental human right and a key social and economic development driver. As Nelson Mandela once famously said, “Education is the most powerful weapon which you can use to change the world.” It is the key to unlocking a wide range of opportunities and benefits for individuals, societies, and nations. In today’s constantly evolving world, education has become even more critical. It has expanded beyond traditional classroom learning to include digital and remote learning, making education more accessible and convenient. This essay will delve into the importance of education in empowering individuals to achieve their dreams, improving societies by promoting social justice and equality, and driving economic growth by developing a skilled workforce and promoting innovation. 

This introduction paragraph example includes a hook (the quote by Nelson Mandela), provides some background information on education, and states the thesis statement (the importance of education). 

This is one of the key steps in how to write an essay introduction. Crafting a compelling hook is vital because it sets the tone for your entire essay and determines whether your readers will stay interested. A good hook draws the reader in and sets the stage for the rest of your essay.  

• Avoid Dry Fact : Instead of simply stating a bland fact, try to make it engaging and relevant to your topic. For example, if you’re writing about the benefits of exercise, you could start with a startling statistic like, “Did you know that regular exercise can increase your lifespan by up to seven years?” 
• Avoid Using a Dictionary Definition : While definitions can be informative, they’re not always the most captivating way to start an essay. Instead, try to use a quote, anecdote, or provocative question to pique the reader’s interest. For instance, if you’re writing about freedom, you could begin with a quote from a famous freedom fighter or philosopher. 
• Do Not Just State a Fact That the Reader Already Knows : This ties back to the first point—your hook should surprise or intrigue the reader. For Here’s an introduction paragraph example, if you’re writing about climate change, you could start with a thought-provoking statement like, “Despite overwhelming evidence, many people still refuse to believe in the reality of climate change.” 

Including background information in the introduction section of your essay is important to provide context and establish the relevance of your topic. When writing the background information, you can follow these steps: 

• Start with a General Statement:  Begin with a general statement about the topic and gradually narrow it down to your specific focus. For example, when discussing the impact of social media, you can begin by making a broad statement about social media and its widespread use in today’s society, as follows: “Social media has become an integral part of modern life, with billions of users worldwide.” 
• Define Key Terms : Define any key terms or concepts that may be unfamiliar to your readers but are essential for understanding your argument. 
• Provide Relevant Statistics:  Use statistics or facts to highlight the significance of the issue you’re discussing. For instance, “According to a report by Statista, the number of social media users is expected to reach 4.41 billion by 2025.” 
• Discuss the Evolution:  Mention previous research or studies that have been conducted on the topic, especially those that are relevant to your argument. Mention key milestones or developments that have shaped its current impact. You can also outline some of the major effects of social media. For example, you can briefly describe how social media has evolved, including positives such as increased connectivity and issues like cyberbullying and privacy concerns. 
• Transition to Your Thesis:  Use the background information to lead into your thesis statement, which should clearly state the main argument or purpose of your essay. For example, “Given its pervasive influence, it is crucial to examine the impact of social media on mental health.” 

A thesis statement is a concise summary of the main point or claim of an essay, research paper, or other type of academic writing. It appears near the end of the introduction. Here’s how to write a thesis statement: 

• Identify the topic:  Start by identifying the topic of your essay. For example, if your essay is about the importance of exercise for overall health, your topic is “exercise.” 
• State your position:  Next, state your position or claim about the topic. This is the main argument or point you want to make. For example, if you believe that regular exercise is crucial for maintaining good health, your position could be: “Regular exercise is essential for maintaining good health.” 
• Support your position:  Provide a brief overview of the reasons or evidence that support your position. These will be the main points of your essay. For example, if you’re writing an essay about the importance of exercise, you could mention the physical health benefits, mental health benefits, and the role of exercise in disease prevention. 
• Make it specific:  Ensure your thesis statement clearly states what you will discuss in your essay. For example, instead of saying, “Exercise is good for you,” you could say, “Regular exercise, including cardiovascular and strength training, can improve overall health and reduce the risk of chronic diseases.” 

Examples of essay introduction 

Here are examples of essay introductions for different types of essays: 

Argumentative Essay Introduction Example:  

Topic: Should the voting age be lowered to 16? 

“The question of whether the voting age should be lowered to 16 has sparked nationwide debate. While some argue that 16-year-olds lack the requisite maturity and knowledge to make informed decisions, others argue that doing so would imbue young people with agency and give them a voice in shaping their future.” 

Expository Essay Introduction Example  

Topic: The benefits of regular exercise 

“In today’s fast-paced world, the importance of regular exercise cannot be overstated. From improving physical health to boosting mental well-being, the benefits of exercise are numerous and far-reaching. This essay will examine the various advantages of regular exercise and provide tips on incorporating it into your daily routine.” 

Text: “To Kill a Mockingbird” by Harper Lee 

“Harper Lee’s novel, ‘To Kill a Mockingbird,’ is a timeless classic that explores themes of racism, injustice, and morality in the American South. Through the eyes of young Scout Finch, the reader is taken on a journey that challenges societal norms and forces characters to confront their prejudices. This essay will analyze the novel’s use of symbolism, character development, and narrative structure to uncover its deeper meaning and relevance to contemporary society.” 

• Engaging and Relevant First Sentence : The opening sentence captures the reader’s attention and relates directly to the topic. 
• Background Information : Enough background information is introduced to provide context for the thesis statement. 
• Definition of Important Terms : Key terms or concepts that might be unfamiliar to the audience or are central to the argument are defined. 
• Clear Thesis Statement : The thesis statement presents the main point or argument of the essay. 
• Relevance to Main Body : Everything in the introduction directly relates to and sets up the discussion in the main body of the essay. 

Writing a strong introduction is crucial for setting the tone and context of your essay. Here are the key takeaways for how to write essay introduction: 3  

• Hook the Reader : Start with an engaging hook to grab the reader’s attention. This could be a compelling question, a surprising fact, a relevant quote, or an anecdote. 
• Provide Background : Give a brief overview of the topic, setting the context and stage for the discussion. 
• Thesis Statement : State your thesis, which is the main argument or point of your essay. It should be concise, clear, and specific. 
• Preview the Structure : Outline the main points or arguments to help the reader understand the organization of your essay. 
• Keep it Concise : Avoid including unnecessary details or information not directly related to your thesis. 
• Revise and Edit : Revise your introduction to ensure clarity, coherence, and relevance. Check for grammar and spelling errors. 
• Seek Feedback : Get feedback from peers or instructors to improve your introduction further. 

The purpose of an essay introduction is to give an overview of the topic, context, and main ideas of the essay. It is meant to engage the reader, establish the tone for the rest of the essay, and introduce the thesis statement or central argument.  

An essay introduction typically ranges from 5-10% of the total word count. For example, in a 1,000-word essay, the introduction would be roughly 50-100 words. However, the length can vary depending on the complexity of the topic and the overall length of the essay.

An essay introduction is critical in engaging the reader and providing contextual information about the topic. To ensure its effectiveness, consider incorporating these key elements: a compelling hook, background information, a clear thesis statement, an outline of the essay’s scope, a smooth transition to the body, and optional signposting sentences.  

The process of writing an essay introduction is not necessarily straightforward, but there are several strategies that can be employed to achieve this end. When experiencing difficulty initiating the process, consider the following techniques: begin with an anecdote, a quotation, an image, a question, or a startling fact to pique the reader’s interest. It may also be helpful to consider the five W’s of journalism: who, what, when, where, why, and how.   For instance, an anecdotal opening could be structured as follows: “As I ascended the stage, momentarily blinded by the intense lights, I could sense the weight of a hundred eyes upon me, anticipating my next move. The topic of discussion was climate change, a subject I was passionate about, and it was my first public speaking event. Little did I know , that pivotal moment would not only alter my perspective but also chart my life’s course.” 

Crafting a compelling thesis statement for your introduction paragraph is crucial to grab your reader’s attention. To achieve this, avoid using overused phrases such as “In this paper, I will write about” or “I will focus on” as they lack originality. Instead, strive to engage your reader by substantiating your stance or proposition with a “so what” clause. While writing your thesis statement, aim to be precise, succinct, and clear in conveying your main argument.  

To create an effective essay introduction, ensure it is clear, engaging, relevant, and contains a concise thesis statement. It should transition smoothly into the essay and be long enough to cover necessary points but not become overwhelming. Seek feedback from peers or instructors to assess its effectiveness. 

References  

• Cui, L. (2022). Unit 6 Essay Introduction.  Building Academic Writing Skills . 
• West, H., Malcolm, G., Keywood, S., & Hill, J. (2019). Writing a successful essay.  Journal of Geography in Higher Education ,  43 (4), 609-617. 
• Beavers, M. E., Thoune, D. L., & McBeth, M. (2023). Bibliographic Essay: Reading, Researching, Teaching, and Writing with Hooks: A Queer Literacy Sponsorship. College English, 85(3), 230-242. 

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Related Reads:

• What is an Argumentative Essay? How to Write It (With Examples)
• How to Paraphrase Research Papers Effectively
• How to Cite Social Media Sources in Academic Writing? 
• How Long Should a Chapter Be?

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How to Write an Essay

Use the links below to jump directly to any section of this guide:

Essay Writing Fundamentals

How to prepare to write an essay, how to edit an essay, how to share and publish your essays, how to get essay writing help, how to find essay writing inspiration, resources for teaching essay writing.

Essays, short prose compositions on a particular theme or topic, are the bread and butter of academic life. You write them in class, for homework, and on standardized tests to show what you know. Unlike other kinds of academic writing (like the research paper) and creative writing (like short stories and poems), essays allow you to develop your original thoughts on a prompt or question. Essays come in many varieties: they can be expository (fleshing out an idea or claim), descriptive, (explaining a person, place, or thing), narrative (relating a personal experience), or persuasive (attempting to win over a reader). This guide is a collection of dozens of links about academic essay writing that we have researched, categorized, and annotated in order to help you improve your essay writing. 

Essays are different from other forms of writing; in turn, there are different kinds of essays. This section contains general resources for getting to know the essay and its variants. These resources introduce and define the essay as a genre, and will teach you what to expect from essay-based assessments.

Purdue OWL Online Writing Lab

One of the most trusted academic writing sites, Purdue OWL provides a concise introduction to the four most common types of academic essays.

"The Essay: History and Definition" (ThoughtCo)

This snappy article from ThoughtCo talks about the origins of the essay and different kinds of essays you might be asked to write. 

"What Is An Essay?" Video Lecture (Coursera)

The University of California at Irvine's free video lecture, available on Coursera, tells  you everything you need to know about the essay.

Wikipedia Article on the "Essay"

Wikipedia's article on the essay is comprehensive, providing both English-language and global perspectives on the essay form. Learn about the essay's history, forms, and styles.

"Understanding College and Academic Writing" (Aims Online Writing Lab)

This list of common academic writing assignments (including types of essay prompts) will help you know what to expect from essay-based assessments.

Before you start writing your essay, you need to figure out who you're writing for (audience), what you're writing about (topic/theme), and what you're going to say (argument and thesis). This section contains links to handouts, chapters, videos and more to help you prepare to write an essay.

How to Identify Your Audience

"Audience" (Univ. of North Carolina Writing Center)

This handout provides questions you can ask yourself to determine the audience for an academic writing assignment. It also suggests strategies for fitting your paper to your intended audience.

"Purpose, Audience, Tone, and Content" (Univ. of Minnesota Libraries)

This extensive book chapter from Writing for Success , available online through Minnesota Libraries Publishing, is followed by exercises to try out your new pre-writing skills.

"Determining Audience" (Aims Online Writing Lab)

This guide from a community college's writing center shows you how to know your audience, and how to incorporate that knowledge in your thesis statement.

"Know Your Audience" ( Paper Rater Blog)

This short blog post uses examples to show how implied audiences for essays differ. It reminds you to think of your instructor as an observer, who will know only the information you pass along.

How to Choose a Theme or Topic

"Research Tutorial: Developing Your Topic" (YouTube)

Take a look at this short video tutorial from the University of North Carolina at Chapel Hill to understand the basics of developing a writing topic.

"How to Choose a Paper Topic" (WikiHow)

This simple, step-by-step guide (with pictures!) walks you through choosing a paper topic. It starts with a detailed description of brainstorming and ends with strategies to refine your broad topic.

"How to Read an Assignment: Moving From Assignment to Topic" (Harvard College Writing Center)

Did your teacher give you a prompt or other instructions? This guide helps you understand the relationship between an essay assignment and your essay's topic.

"Guidelines for Choosing a Topic" (CliffsNotes)

This study guide from CliffsNotes both discusses how to choose a topic and makes a useful distinction between "topic" and "thesis."

How to Come Up with an Argument

"Argument" (Univ. of North Carolina Writing Center)

Not sure what "argument" means in the context of academic writing? This page from the University of North Carolina is a good place to start.

"The Essay Guide: Finding an Argument" (Study Hub)

This handout explains why it's important to have an argument when beginning your essay, and provides tools to help you choose a viable argument.

"Writing a Thesis and Making an Argument" (University of Iowa)

This page from the University of Iowa's Writing Center contains exercises through which you can develop and refine your argument and thesis statement.

"Developing a Thesis" (Harvard College Writing Center)

This page from Harvard's Writing Center collates some helpful dos and don'ts of argumentative writing, from steps in constructing a thesis to avoiding vague and confrontational thesis statements.

"Suggestions for Developing Argumentative Essays" (Berkeley Student Learning Center)

This page offers concrete suggestions for each stage of the essay writing process, from topic selection to drafting and editing. 

How to Outline your Essay

"Outlines" (Univ. of North Carolina at Chapel Hill via YouTube)

This short video tutorial from the University of North Carolina at Chapel Hill shows how to group your ideas into paragraphs or sections to begin the outlining process.

"Essay Outline" (Univ. of Washington Tacoma)

This two-page handout by a university professor simply defines the parts of an essay and then organizes them into an example outline.

"Types of Outlines and Samples" (Purdue OWL Online Writing Lab)

Purdue OWL gives examples of diverse outline strategies on this page, including the alphanumeric, full sentence, and decimal styles. 

"Outlining" (Harvard College Writing Center)

Once you have an argument, according to this handout, there are only three steps in the outline process: generalizing, ordering, and putting it all together. Then you're ready to write!

"Writing Essays" (Plymouth Univ.)

This packet, part of Plymouth University's Learning Development series, contains descriptions and diagrams relating to the outlining process.

"How to Write A Good Argumentative Essay: Logical Structure" (Criticalthinkingtutorials.com via YouTube)

This longer video tutorial gives an overview of how to structure your essay in order to support your argument or thesis. It is part of a longer course on academic writing hosted on Udemy.

Now that you've chosen and refined your topic and created an outline, use these resources to complete the writing process. Most essays contain introductions (which articulate your thesis statement), body paragraphs, and conclusions. Transitions facilitate the flow from one paragraph to the next so that support for your thesis builds throughout the essay. Sources and citations show where you got the evidence to support your thesis, which ensures that you avoid plagiarism. 

How to Write an Introduction

"Introductions" (Univ. of North Carolina Writing Center)

This page identifies the role of the introduction in any successful paper, suggests strategies for writing introductions, and warns against less effective introductions.

"How to Write A Good Introduction" (Michigan State Writing Center)

Beginning with the most common missteps in writing introductions, this guide condenses the essentials of introduction composition into seven points.

"The Introductory Paragraph" (ThoughtCo)

This blog post from academic advisor and college enrollment counselor Grace Fleming focuses on ways to grab your reader's attention at the beginning of your essay.

"Introductions and Conclusions" (Univ. of Toronto)

This guide from the University of Toronto gives advice that applies to writing both introductions and conclusions, including dos and don'ts.

"How to Write Better Essays: No One Does Introductions Properly" ( The Guardian )

This news article interviews UK professors on student essay writing; they point to introductions as the area that needs the most improvement.

How to Write a Thesis Statement

"Writing an Effective Thesis Statement" (YouTube)

This short, simple video tutorial from a college composition instructor at Tulsa Community College explains what a thesis statement is and what it does. 

"Thesis Statement: Four Steps to a Great Essay" (YouTube)

This fantastic tutorial walks you through drafting a thesis, using an essay prompt on Nathaniel Hawthorne's The Scarlet Letter as an example.

"How to Write a Thesis Statement" (WikiHow)

This step-by-step guide (with pictures!) walks you through coming up with, writing, and editing a thesis statement. It invites you think of your statement as a "working thesis" that can change.

"How to Write a Thesis Statement" (Univ. of Indiana Bloomington)

Ask yourself the questions on this page, part of Indiana Bloomington's Writing Tutorial Services, when you're writing and refining your thesis statement.

"Writing Tips: Thesis Statements" (Univ. of Illinois Center for Writing Studies)

This page gives plentiful examples of good to great thesis statements, and offers questions to ask yourself when formulating a thesis statement.

How to Write Body Paragraphs

"Body Paragraph" (Brightstorm)

This module of a free online course introduces you to the components of a body paragraph. These include the topic sentence, information, evidence, and analysis.

"Strong Body Paragraphs" (Washington Univ.)

This handout from Washington's Writing and Research Center offers in-depth descriptions of the parts of a successful body paragraph.

"Guide to Paragraph Structure" (Deakin Univ.)

This handout is notable for color-coding example body paragraphs to help you identify the functions various sentences perform.

"Writing Body Paragraphs" (Univ. of Minnesota Libraries)

The exercises in this section of Writing for Success  will help you practice writing good body paragraphs. It includes guidance on selecting primary support for your thesis.

"The Writing Process—Body Paragraphs" (Aims Online Writing Lab)

The information and exercises on this page will familiarize you with outlining and writing body paragraphs, and includes links to more information on topic sentences and transitions.

"The Five-Paragraph Essay" (ThoughtCo)

This blog post discusses body paragraphs in the context of one of the most common academic essay types in secondary schools.

How to Use Transitions

"Transitions" (Univ. of North Carolina Writing Center)

This page from the University of North Carolina at Chapel Hill explains what a transition is, and how to know if you need to improve your transitions.

"Using Transitions Effectively" (Washington Univ.)

This handout defines transitions, offers tips for using them, and contains a useful list of common transitional words and phrases grouped by function.

"Transitions" (Aims Online Writing Lab)

This page compares paragraphs without transitions to paragraphs with transitions, and in doing so shows how important these connective words and phrases are.

"Transitions in Academic Essays" (Scribbr)

This page lists four techniques that will help you make sure your reader follows your train of thought, including grouping similar information and using transition words.

"Transitions" (El Paso Community College)

This handout shows example transitions within paragraphs for context, and explains how transitions improve your essay's flow and voice.

"Make Your Paragraphs Flow to Improve Writing" (ThoughtCo)

This blog post, another from academic advisor and college enrollment counselor Grace Fleming, talks about transitions and other strategies to improve your essay's overall flow.

"Transition Words" (smartwords.org)

This handy word bank will help you find transition words when you're feeling stuck. It's grouped by the transition's function, whether that is to show agreement, opposition, condition, or consequence.

How to Write a Conclusion

"Parts of An Essay: Conclusions" (Brightstorm)

This module of a free online course explains how to conclude an academic essay. It suggests thinking about the "3Rs": return to hook, restate your thesis, and relate to the reader.

"Essay Conclusions" (Univ. of Maryland University College)

This overview of the academic essay conclusion contains helpful examples and links to further resources for writing good conclusions.

"How to End An Essay" (WikiHow)

This step-by-step guide (with pictures!) by an English Ph.D. walks you through writing a conclusion, from brainstorming to ending with a flourish.

"Ending the Essay: Conclusions" (Harvard College Writing Center)

This page collates useful strategies for writing an effective conclusion, and reminds you to "close the discussion without closing it off" to further conversation.

How to Include Sources and Citations

"Research and Citation Resources" (Purdue OWL Online Writing Lab)

Purdue OWL streamlines information about the three most common referencing styles (MLA, Chicago, and APA) and provides examples of how to cite different resources in each system.

EasyBib: Free Bibliography Generator

This online tool allows you to input information about your source and automatically generate citations in any style. Be sure to select your resource type before clicking the "cite it" button.

CitationMachine

Like EasyBib, this online tool allows you to input information about your source and automatically generate citations in any style. 

Modern Language Association Handbook (MLA)

Here, you'll find the definitive and up-to-date record of MLA referencing rules. Order through the link above, or check to see if your library has a copy.

Chicago Manual of Style

Here, you'll find the definitive and up-to-date record of Chicago referencing rules. You can take a look at the table of contents, then choose to subscribe or start a free trial.

How to Avoid Plagiarism

"What is Plagiarism?" (plagiarism.org)

This nonprofit website contains numerous resources for identifying and avoiding plagiarism, and reminds you that even common activities like copying images from another website to your own site may constitute plagiarism.

"Plagiarism" (University of Oxford)

This interactive page from the University of Oxford helps you check for plagiarism in your work, making it clear how to avoid citing another person's work without full acknowledgement.

"Avoiding Plagiarism" (MIT Comparative Media Studies)

This quick guide explains what plagiarism is, what its consequences are, and how to avoid it. It starts by defining three words—quotation, paraphrase, and summary—that all constitute citation.

"Harvard Guide to Using Sources" (Harvard Extension School)

This comprehensive website from Harvard brings together articles, videos, and handouts about referencing, citation, and plagiarism. 

Grammarly contains tons of helpful grammar and writing resources, including a free tool to automatically scan your essay to check for close affinities to published work. 

Noplag is another popular online tool that automatically scans your essay to check for signs of plagiarism. Simply copy and paste your essay into the box and click "start checking."

Once you've written your essay, you'll want to edit (improve content), proofread (check for spelling and grammar mistakes), and finalize your work until you're ready to hand it in. This section brings together tips and resources for navigating the editing process. 

"Writing a First Draft" (Academic Help)

This is an introduction to the drafting process from the site Academic Help, with tips for getting your ideas on paper before editing begins.

"Editing and Proofreading" (Univ. of North Carolina Writing Center)

This page provides general strategies for revising your writing. They've intentionally left seven errors in the handout, to give you practice in spotting them.

"How to Proofread Effectively" (ThoughtCo)

This article from ThoughtCo, along with those linked at the bottom, help describe common mistakes to check for when proofreading.

"7 Simple Edits That Make Your Writing 100% More Powerful" (SmartBlogger)

This blog post emphasizes the importance of powerful, concise language, and reminds you that even your personal writing heroes create clunky first drafts.

"Editing Tips for Effective Writing" (Univ. of Pennsylvania)

On this page from Penn's International Relations department, you'll find tips for effective prose, errors to watch out for, and reminders about formatting.

"Editing the Essay" (Harvard College Writing Center)

This article, the first of two parts, gives you applicable strategies for the editing process. It suggests reading your essay aloud, removing any jargon, and being unafraid to remove even "dazzling" sentences that don't belong.

"Guide to Editing and Proofreading" (Oxford Learning Institute)

This handout from Oxford covers the basics of editing and proofreading, and reminds you that neither task should be rushed. 

In addition to plagiarism-checkers, Grammarly has a plug-in for your web browser that checks your writing for common mistakes.

After you've prepared, written, and edited your essay, you might want to share it outside the classroom. This section alerts you to print and web opportunities to share your essays with the wider world, from online writing communities and blogs to published journals geared toward young writers.

Sharing Your Essays Online

Go Teen Writers

Go Teen Writers is an online community for writers aged 13 - 19. It was founded by Stephanie Morrill, an author of contemporary young adult novels. 

Tumblr is a blogging website where you can share your writing and interact with other writers online. It's easy to add photos, links, audio, and video components.

Writersky provides an online platform for publishing and reading other youth writers' work. Its current content is mostly devoted to fiction.

Publishing Your Essays Online

This teen literary journal publishes in print, on the web, and (more frequently), on a blog. It is committed to ensuring that "teens see their authentic experience reflected on its pages."

The Matador Review

This youth writing platform celebrates "alternative," unconventional writing. The link above will take you directly to the site's "submissions" page.

Teen Ink has a website, monthly newsprint magazine, and quarterly poetry magazine promoting the work of young writers.

The largest online reading platform, Wattpad enables you to publish your work and read others' work. Its inline commenting feature allows you to share thoughts as you read along.

Publishing Your Essays in Print

Canvas Teen Literary Journal

This quarterly literary magazine is published for young writers by young writers. They accept many kinds of writing, including essays.

The Claremont Review

This biannual international magazine, first published in 1992, publishes poetry, essays, and short stories from writers aged 13 - 19.

Skipping Stones

This young writers magazine, founded in 1988, celebrates themes relating to ecological and cultural diversity. It publishes poems, photos, articles, and stories.

The Telling Room

This nonprofit writing center based in Maine publishes children's work on their website and in book form. The link above directs you to the site's submissions page.

Essay Contests

Scholastic Arts and Writing Awards

This prestigious international writing contest for students in grades 7 - 12 has been committed to "supporting the future of creativity since 1923."

Society of Professional Journalists High School Essay Contest

An annual essay contest on the theme of journalism and media, the Society of Professional Journalists High School Essay Contest awards scholarships up to $1,000.

National YoungArts Foundation

Here, you'll find information on a government-sponsored writing competition for writers aged 15 - 18. The foundation welcomes submissions of creative nonfiction, novels, scripts, poetry, short story and spoken word.

Signet Classics Student Scholarship Essay Contest

With prompts on a different literary work each year, this competition from Signet Classics awards college scholarships up to $1,000.

"The Ultimate Guide to High School Essay Contests" (CollegeVine)

See this handy guide from CollegeVine for a list of more competitions you can enter with your academic essay, from the National Council of Teachers of English Achievement Awards to the National High School Essay Contest by the U.S. Institute of Peace.

Whether you're struggling to write academic essays or you think you're a pro, there are workshops and online tools that can help you become an even better writer. Even the most seasoned writers encounter writer's block, so be proactive and look through our curated list of resources to combat this common frustration.

Online Essay-writing Classes and Workshops

"Getting Started with Essay Writing" (Coursera)

Coursera offers lots of free, high-quality online classes taught by college professors. Here's one example, taught by instructors from the University of California Irvine.

"Writing and English" (Brightstorm)

Brightstorm's free video lectures are easy to navigate by topic. This unit on the parts of an essay features content on the essay hook, thesis, supporting evidence, and more.

"How to Write an Essay" (EdX)

EdX is another open online university course website with several two- to five-week courses on the essay. This one is geared toward English language learners.

Writer's Digest University

This renowned writers' website offers online workshops and interactive tutorials. The courses offered cover everything from how to get started through how to get published.

Writing.com

Signing up for this online writer's community gives you access to helpful resources as well as an international community of writers.

How to Overcome Writer's Block

"Symptoms and Cures for Writer's Block" (Purdue OWL)

Purdue OWL offers a list of signs you might have writer's block, along with ways to overcome it. Consider trying out some "invention strategies" or ways to curb writing anxiety.

"Overcoming Writer's Block: Three Tips" ( The Guardian )

These tips, geared toward academic writing specifically, are practical and effective. The authors advocate setting realistic goals, creating dedicated writing time, and participating in social writing.

"Writing Tips: Strategies for Overcoming Writer's Block" (Univ. of Illinois)

This page from the University of Illinois at Urbana-Champaign's Center for Writing Studies acquaints you with strategies that do and do not work to overcome writer's block.

"Writer's Block" (Univ. of Toronto)

Ask yourself the questions on this page; if the answer is "yes," try out some of the article's strategies. Each question is accompanied by at least two possible solutions.

If you have essays to write but are short on ideas, this section's links to prompts, example student essays, and celebrated essays by professional writers might help. You'll find writing prompts from a variety of sources, student essays to inspire you, and a number of essay writing collections.

Essay Writing Prompts

"50 Argumentative Essay Topics" (ThoughtCo)

Take a look at this list and the others ThoughtCo has curated for different kinds of essays. As the author notes, "a number of these topics are controversial and that's the point."

"401 Prompts for Argumentative Writing" ( New York Times )

This list (and the linked lists to persuasive and narrative writing prompts), besides being impressive in length, is put together by actual high school English teachers.

"SAT Sample Essay Prompts" (College Board)

If you're a student in the U.S., your classroom essay prompts are likely modeled on the prompts in U.S. college entrance exams. Take a look at these official examples from the SAT.

"Popular College Application Essay Topics" (Princeton Review)

This page from the Princeton Review dissects recent Common Application essay topics and discusses strategies for answering them.

Example Student Essays

"501 Writing Prompts" (DePaul Univ.)

This nearly 200-page packet, compiled by the LearningExpress Skill Builder in Focus Writing Team, is stuffed with writing prompts, example essays, and commentary.

"Topics in English" (Kibin)

Kibin is a for-pay essay help website, but its example essays (organized by topic) are available for free. You'll find essays on everything from  A Christmas Carol  to perseverance.

"Student Writing Models" (Thoughtful Learning)

Thoughtful Learning, a website that offers a variety of teaching materials, provides sample student essays on various topics and organizes them by grade level.

"Five-Paragraph Essay" (ThoughtCo)

In this blog post by a former professor of English and rhetoric, ThoughtCo brings together examples of five-paragraph essays and commentary on the form.

The Best Essay Writing Collections

The Best American Essays of the Century by Joyce Carol Oates (Amazon)

This collection of American essays spanning the twentieth century was compiled by award winning author and Princeton professor Joyce Carol Oates.

The Best American Essays 2017 by Leslie Jamison (Amazon)

Leslie Jamison, the celebrated author of essay collection  The Empathy Exams , collects recent, high-profile essays into a single volume.

The Art of the Personal Essay by Phillip Lopate (Amazon)

Documentary writer Phillip Lopate curates this historical overview of the personal essay's development, from the classical era to the present.

The White Album by Joan Didion (Amazon)

This seminal essay collection was authored by one of the most acclaimed personal essayists of all time, American journalist Joan Didion.

Consider the Lobster by David Foster Wallace (Amazon)

Read this famous essay collection by David Foster Wallace, who is known for his experimentation with the essay form. He pushed the boundaries of personal essay, reportage, and political polemic.

"50 Successful Harvard Application Essays" (Staff of the The Harvard Crimson )

If you're looking for examples of exceptional college application essays, this volume from Harvard's daily student newspaper is one of the best collections on the market.

Are you an instructor looking for the best resources for teaching essay writing? This section contains resources for developing in-class activities and student homework assignments. You'll find content from both well-known university writing centers and online writing labs.

Essay Writing Classroom Activities for Students

"In-class Writing Exercises" (Univ. of North Carolina Writing Center)

This page lists exercises related to brainstorming, organizing, drafting, and revising. It also contains suggestions for how to implement the suggested exercises.

"Teaching with Writing" (Univ. of Minnesota Center for Writing)

Instructions and encouragement for using "freewriting," one-minute papers, logbooks, and other write-to-learn activities in the classroom can be found here.

"Writing Worksheets" (Berkeley Student Learning Center)

Berkeley offers this bank of writing worksheets to use in class. They are nested under headings for "Prewriting," "Revision," "Research Papers" and more.

"Using Sources and Avoiding Plagiarism" (DePaul University)

Use these activities and worksheets from DePaul's Teaching Commons when instructing students on proper academic citation practices.

Essay Writing Homework Activities for Students

"Grammar and Punctuation Exercises" (Aims Online Writing Lab)

These five interactive online activities allow students to practice editing and proofreading. They'll hone their skills in correcting comma splices and run-ons, identifying fragments, using correct pronoun agreement, and comma usage.

"Student Interactives" (Read Write Think)

Read Write Think hosts interactive tools, games, and videos for developing writing skills. They can practice organizing and summarizing, writing poetry, and developing lines of inquiry and analysis.

This free website offers writing and grammar activities for all grade levels. The lessons are designed to be used both for large classes and smaller groups.

"Writing Activities and Lessons for Every Grade" (Education World)

Education World's page on writing activities and lessons links you to more free, online resources for learning how to "W.R.I.T.E.": write, revise, inform, think, and edit.

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How to Start an Email | 10 Greetings & Opening Lines

Published on 23 December 2022 by Jack Caulfield . Revised on 26 June 2023.

Sending good emails is an important skill in academic and professional contexts. It’s essential to start your emails on the right foot with an appropriate greeting and an engaging opening line .

Below, we explore how to start an email, providing five professional greetings and five strong opening lines that you can use in your correspondence. We also explain the contexts where each one would be an appropriate choice.

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Table of contents

5 strong greetings (salutations), 5 good opening lines, how not to start an email, frequently asked questions.

For your email’s greeting (also called a salutation ), you don’t need to do anything fancy. Keep it simple and choose one of the tried and tested greetings below based on the context and the level of formality you’re aiming for.

1. Dear [full name],

Greeting the recipient by their full name is best when you haven’t previously interacted with them.

Use ‘Dear’, not the less formal greetings ‘Hello’ and ‘Hi’, alongside someone’s full name to avoid creating a jarring combination of different levels of formality. Also avoid using this option if you’ve interacted with the person previously, as it comes across as overly stiff.

2. Dear [title and last name],

Using an abbreviated title (such as ‘Ms’ or ‘Dr’) followed by the person’s last name is another way of greeting someone formally. This can be a good option to show respect to a superior in some context—for example, when writing to your professor at university. It’s also a formal way of addressing someone you’ve never interacted with before.

Use of titles like this is often considered somewhat old-fashioned, though. As such, it’s best saved for contexts in which you haven’t interacted with the person before or want to show a special level of respect.

3. Hi [first name],

People sometimes assume that all emails sent in a professional context need to be formal in tone, but this isn’t the case in most workplaces today. If you’ve had some previous interaction with a person, it’s normally fine to just greet them by their first name, preceded by ‘Hi’, ‘Hello’, or the slightly more formal ‘Dear’.

This kind of informal greeting is not appropriate in all contexts. If you’re applying for a job or contacting someone you don’t know, it’s best to go for something more formal. This kind of greeting is sometimes used in marketing emails, but some might find it presumptuous – always consider your target audience.

4. Dear [team, department, or job title],

When your email is addressed to someone whose name you don’t know, to a group of people, or to an organization or department, using alternative names is an appropriate choice: the person’s job title, the name of the team, or (in a more familiar context) something more generic like ‘team’ or ‘everyone’.

Do this only when you have a good reason to. If you’re writing to an individual whose name you know or can reasonably find out, it’s better to use their name than something generic like a job title.

Sometimes a simple ‘Hello’ or ‘Hi’ is all you need. It’s a good, straightforward choice for a quick message to someone you communicate with frequently and don’t need to show any particular formality with. It lets you get straight to the point.

Though people sometimes choose this greeting when they’re not sure whom they’re writing to, it’s not a good choice in that context, as it can come across as overly blunt. In that situation, try using a job title or department name instead, as suggested above.

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The opening line of the email itself is where you can catch the reader’s attention, build a rapport, or quickly communicate what you need from them.

1. I’m reaching out …

If you want to get straight to the point but don’t want to sound overly blunt (e.g., ‘I need you to do x for me by Tuesday’), a phrasing using ‘I’m reaching out’ is a good choice. It avoids wasting your or the reader’s time but still comes across as polite and thoughtful.

However, this opening only really makes sense to begin or resume a conversation, not to continue an ongoing discussion. Use this expression for an unsolicited email, not a direct reply to a previous message.

I’m reaching out to let you know that I won’t be available for any assignments in April.

2. How are you?

A straightforward way too add a friendly personal touch to your email is to simply ask the recipient how they’re doing, how their week is going, what they did at the weekend, or something more specific if you know something about their interests. A generic “How are you?” is good enough but can seem formulaic – try emphasising it with another sentence.

This kind of question is appropriate in an email to someone you know or work with regularly, but it will appear overfamiliar if sent to someone you’ve had no previous interaction with. Don’t open with this in your first email to someone.

How’s your week going? I took a couple of days off, so I’m still catching up.

3. Thanks for …

If you’re replying to someone directly, or following up on a previous discussion, one way to build a positive interaction is to thank them for their previous contribution. This could be for some information they gave you, something they did for you, or just taking the time to talk to you.

This opening obviously only makes sense if the person has done something for you. You could try thanking someone for opening your email in the first place, but it’s likely to come across as patronising.

I appreciate your quick response. Regarding the invoice, …

4. I hope you …

Simply wishing the recipient well is a good way to start an email in a friendly way. Rather than the generic ‘ Hope you’re doing well ‘ or the slightly stiff ‘ I hope this email finds you well ‘, try a more specific phrasing to emphasise the sincerity of your wishes.

Hope you had a good time on vacation!

5. We met at …

When writing to someone you don’t know well but with whom you’ve had some previous interaction, or with whom you have a mutual connection, it’s a good idea to start by explaining that connection or reminding them where you’ve previously met.

If that introduction involves mentioning a mutual connection, make sure you have their permission to do so.

Maybe you remember me from your first weekly meeting, but we didn’t get the chance to speak much at the time. I’m reaching out to …

There are many valid ways to start an email, but there are also a few common pitfalls to avoid.

Overly impersonal greeting

Greetings like ‘ Dear Sir or Madam ‘ and ‘ To Whom It May Concern ‘ are best avoided whenever possible. Besides sounding quite old-fashioned, they show the recipient that you’re not sure exactly whom you’re contacting. Always address the recipient by name if you can find it out; use something like a job title if not.

No greeting at all

Starting an email without any sort of greeting line is rarely appropriate in a professional context. While you might sometimes skip the greeting in personal emails to someone you know well, in a work email you should always have some kind of greeting, whether formal (e.g., ‘Dear Ms Aoki’) or casual (e.g., ‘Hi John’).

Redundant opening

Consider whether your opening really adds anything of value or just wastes the reader’s time. Statements announcing what you’re going to do next in the email are usually unnecessary. Try cutting them out entirely.

• Let me introduce myself. My name is …
• I know you’re very busy, but do you have time to help me with something? I was wondering …
• Could you possibly do me a favor? I’d like to …

You should start a professional email with a greeting and the name and title of the recipient (e.g., ‘Dear Mr Walken’). Then, you should include an introductory line like I hope this email finds you well , followed by the body of the email.

For less formal emails, you can use a more casual introductory line like I hope you’re doing well .

Miss is a title for an unmarried woman or girl, especially one under the age of about 30 (e.g., ‘Miss Jones’). It cannot be used for a married woman. It is sometimes seen as slightly old-fashioned, since it defines the woman by her marital status.

Ms is a title for a woman whose marital status is unknown, for an older unmarried woman, or for any woman in a context where you don’t want to emphasise the woman’s marital status. It’s intended to be neutral, in that it can be used for married and unmarried women alike – much like ‘Mr’ can be used for married and unmarried men.

Some synonyms and phrases related to I hope this email finds you well include:

• It is a pleasure connecting with you again
• I hope you are doing well
• I hope you are having a productive week

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How to Start a College Essay: 5 Effective Techniques

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Impressionable Openers

Descriptions and demonstrations, show vulnerability, be authentic, stay personal, fun & quirky, common mistakes to avoid in your college essay.

• Ways to Overcome Writer's Block

Frequently Asked Questions About Starting a College Essay

College essays are a huge part of your college career. If not huge, one of the biggest, and for someone who has been there and done that, I know the amount of pressure the beginning of a college essay, as well as the entire essay, can put on your shoulders.

Not only are you trying to juggle things like word count and grammar errors, but you're also trying to create the perfect college essay introduction that will attract admissions officers to your application or professors to your writing skills. And that, itself, can feel impossible, fill you with dread and self-doubt, but just breathe. I am here to help all present and future students know how to start a college essay.

Today is all about starting a college essay. I have come up with five easy and effective techniques that will help you create essays so good you're going to leave your readers wanting more , starting with your opening sentence! So, this is for all college students and college applicants. Stress no more! This guide was created to help you write a successful college essay. Let's get into it.

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The beginning of your essay should, first and foremost, always have a strong opening sentence . This sentence sets the tone for not only your readers but for the entire essay. Having a wobbly, almost interesting opener can steer an admissions officer and/or professor away, so you want it to be strong. And it doesn't have to be complicated! Less is more in this situation. Here are a couple of ways you can accomplish this.

• Look within and be relatable
• Use your real life for inspiration
• Think about ways to evoke emotion

Here are some examples of impressionable openers:

• Example 1: When I was 11 years old, my mother told me she had cancer over breakfast.
• Example 2: Maybe yellow isn't my favorite color.
• Example 3: I sat next to this girl in class who made me feel stupid.

DISCLAIMER : your opener should ALWAYS adhere to the essay prompts. These are just a few examples that can capture your reader's attention almost immediately.

In order to keep readers interested, visuals are key . Image-based descriptions will not only add value to your writing, it will give your readers front seats to your essay's journey. These descriptions let actions speak for themselves.

Here is an example of a description and demonstration in an essay:

• Example 1: "I was sitting on a bar stool when the word 'cancer' hit me like the smell of her coffee brewing on the stove. The Rice Krispies were popping in my cereal bowl, and MTV Jams was playing in the background, yet all I could hear was the sound of doom all around me. The lips of my mother were moving, but I was frozen, crumbling on this stool like my mother's health. She was sick, and I didn't know how sick or what that even meant, and that terrified me."

Why This Works:

Here you can clearly feel the writers emotional state: shocked, still, scared. Not only is this moment at breakfast traumatic, you feel frozen in time with the writer. Using descriptions like this will evoke so much emotion and leave your reader wanting more.

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Something one of my teachers told me in high school was any good essay will have personal elements in it, no matter the topic. That always stuck with me and became the way I approached my college essays. Showing vulnerability in your writing will always guarantee interest. It also evokes emotion.

You can show vulnerability by:

• Being honest
• Explaining what's going on inside underneath the exterior
• Describe what's going on around you at the moment
• Letting go of the fear of being seen
• Connecting with the topic
• Being transparent about mistakes/flaws

Examples of showing vulnerability:

• Example 1 : My mother telling me she had cancer over breakfast was not on my bingo card this year.
• Example 2 : I never thought losing someone I love would change me.
• Example 3: I had to lose everything in order to gain everything.

I know being vulnerable can be tough for some , but showing this side of you to college admissions officers and/or professors will not only make you stand out, but it can also help free you of things that might be weighing on your mind. Not to sound corny, but it can be therapeutic and make you a better writer . Just make sure you are staying on track with the essay prompt, and you're set!

Whether it's believed or not, an admissions officer wants to see pieces of you in your personal statement, so starting your essay by showing authenticity is a major major key. Along with being vulnerable, there are a few ways you can achieve this.

• Reflect : Take the time to reflect on your experiences, values, and beliefs that have shaped who you are today. Let your values, passions, and interests shine through in your writing.
• Mind Your Voice : Write in your own voice and avoid trying to sound like someone you're not. Authenticity comes from being genuine and true to yourself.
• Tell Your Story : Share personal anecdotes and insights that show your unique perspective.
• Be True to You : Focus on what matters to YOU (as long as you're on topic!). Write about what is meaningful and important to you rather than what you think admissions officers want to hear.

Above all, be open . Showing introspection and self-awareness in your essay will show any admissions committee who you are beneath the surface, as well as your personal growth.

You can also begin your essay being as random and silly as you'd like . It goes hand-in-hand with other important factors like vulnerability and authenticity. But don't get too crazy . Beginning your essay with something strange will definitely draw readers in. Let me show you what I mean.

• Example 1 : I start my mornings off in silence and solitude to keep people away from me.
• Example 2 : Sometimes, I like to circle big words in complex articles to learn new words. Yeah, but to also keep one in my back pocket for later use.
• Example 3 : Being the youngest child means getting away with everything you want, and that's exactly how I like it.

Do you see how each sentence draws you in? Not only are they light-hearted, but they also make you want to know why you want to keep people away in the morning and what kind of weapon you're forming against others with new words. And every youngest sibling will attest to feeling that exact same way. All of these examples are sure to make your essay fun, show who you are, and leave readers wanting more.

Years of writing college essays have taken me through every high and low of the process possible. And when they're good, they're great! But for some reason, my mistakes stick out more than anything. So, I've compiled a list of common mistakes to avoid when writing your college essay .

• Avoid Being Cliche - While you want to be captivating, you want to avoid overly used syntax and phrases that could potentially lose your reader's curiosity. For example, "in today's day and age," "follow my heart," "don't judge a book by its cover," etc. are all cliches that can be avoided by thinking outside of the box.
• Using Vocabulary to be Impressive - I know you want to impress the admissions committees, but it's important to stick to what you know and not what you can allude to. That is, use verbiage that resonates with your personality. Using extravagant words can work against you, and they can also sound forced. College admissions officers want to see the real you, so show it to them.
• Steer Clear of Controversy - Though it's not said enough, your college essay should tell your personal story and not touch on things that can stir the pot. For instance, talking about politics and religious beliefs may not be the route you want to take UNLESS it's called for in the college essay topic. And if so, stay on track with the essay prompts.
• Procrastinating : Waiting until the last minute to start writing your essay will bite you in the butt. You will feel rushed and end up writing a poorly crafted piece. Give yourself enough time to complete an essay draft, edit the draft, and repeat this two-step cycle until your essay is complete.
• Lack of originality : This goes hand-in-hand with avoiding cliches. Your college essay should exude a lot of your personality, so show admissions officers and teachers who you are! Include your cultural background, test scores that you're proud of, any future aspirations, etc. This all depends on the essay prompts, of course, but in my experience, every essay topic has room to show who you are.
• Ignoring the prompt : This is a major key. STAY ON TRACK. Make sure to carefully read and understand the essay prompt, and write your essay accordingly. The last thing you want to do is write a college essay that has nothing to do with the prompt. Reading is essential here.
• Lack of focus : If you want to know how to start a college essay, that means knowing how to stay focused. Find a quiet space, turn off electronics, hide your phone, and really nestle into how you want to capture your reader's attention. This will help you use your five senses clearly, keep your writing strong and not write an overly wordy essay. Focus is the tool here.
• Poor organization : Make sure your essay has a strong structure with clear transitions between paragraphs. An outline will work best to accomplish this. If you go into starting your college essay without a plan, be prepared to hit all roadblocks.
• Neglecting to Revise and Edit : Like procrastinating, don't fail to revise and edit your work. Always, always, always proofread your essay for grammar, spelling, and punctuation errors , as well as clarity and coherence.
• Not Seeking Feedback : Listen, I know that completing an essay is an accomplishment in itself, and you immediately want to submit it, but it's so beneficial to have others read your essay for feedback. You can only spot so many holes in your work when your eyes are constantly reviewing it, so a second, third, or even fourth set of eyes can help point out areas for improvement.

Above all, trust the writing process. Though I do want you to be aware of your jargon, don't get too wrapped up in thinking you're making a mistake. That's what editing is for! Once you complete your college essay, you should always revise and edit accordingly . What you thought sounded good might make you edit it to sound great. Just keep in mind that many colleges are looking for honesty and authenticity vs how well you can sound on paper . So, if you're aware of these factors, you'll be good to go.

Ways to Overcome Writer's Block

Take it from someone who has suffered from chronic writer's block, it's a pain to get through . Imagine being on a writing streak so good that when you stop, the entire essay writing process stops as a whole. It's definitely a challenge, but after 10 years of writing essays and really honing my craft, I learned a few things that have helped me get through even the thickest of writer's blocks, and I want to share them with you. Check them out:

• Take a break : This works every single time. Take a short break and step away from your computer to clear your mind and come back with a fresh perspective. For me, 15 minutes is all I ever need. If you need more time, that's okay. Just try not to make your break a rest.
• Freewriting : Sometimes, I'd start writing without worrying about my structure or grammar to get the ideas flowing, and surprisingly enough, I found my essay taking a pleasant turn.
• Change your environment : Move around. Don't underestimate the effects of a different location or workspace to stimulate creativity. Try coffee shops, bookstores, a park, or a new room in your house. New environment, new energy.
• Set small goals : This one is actually the most important. Some people get overwhelmed with the word "essay" for things like lack of proper writing skills, pressure to write a great essay, etc. But if you try breaking down your writing task into smaller, manageable chunks to make it less overwhelming, it can help. For example, set a goal of three paragraphs one day, take a day to edit those paragraphs, two more the next day, and so forth. Find a formula that works for you.
• Brainstorming : Write down all your ideas--everything. No matter how small you think the idea is, write it down. Even if these ideas seem unrelated, they will help you generate new thoughts and connections.
• Read or listen to music : It took me a while to realize this helps, but engaging in other forms of art can inspire new ideas and break through mental blocks. And new creativity can lead you to impress admissions officers.
• Talk it out : As a writer, it's hard to let people in on the creative process, but discussing my ideas with a friend, family member, or colleague helped me gain new perspectives and insights.
• Relax and Meditate : Hear me out: it works! Practice deep breathing and/or meditation to reduce stress and anxiety that may be contributing to writer's block.

I won't sugarcoat it: the college application process can be intimidating , but it doesn't have to throw you off your game. When it comes to college essays, I see them as opportunities to be fun and expressive. Trust me when I say if you have fun with it, you'll attract the reader's attention , paint vivid details, and write an essay that will leave the admissions officer wanting you at their school. So, take it one step at a time and watch your personal statement come to life.

How can I make my college essay stand out to admissions officers?

Simply put, be yourself. As long as you stay on track with the essay's topic, showing pieces of yourself will allow admissions officers to know more about who you are. Essays are meant to show readers who you are, how you feel, and what you think naturally, not robotically, so be authentic in your writing, and you'll be sure to stand out amongst the rest.

What are some common mistakes to avoid when writing a college essay?

Some common mistakes to avoid in your essay are using cliches and boring wording. You also want to avoid procrastinating, wasting time, not focusing, not editing, etc. When writing your essay, you want to make sure you give your writing the time and attention it deserves, so make sure you're aware of what is pulling you away from your writing. This will help you stay focused. If you have any other doubts, refer to the section about mistakes in this article and let it guide you to success.

How important is the college essay in the admissions process?

Your college essay is key in the admissions process . It's an admissions committee's first impression of you as a writer and potential student, so it should be taken very seriously. Trying to cut corners or rush through the writing process will be obvious, and it will stand out more than things like test scores, academic achievements, extracurricular activities, and any other positive influence you've had in your life. So, don't take the easy way out and really work on your essay.

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The End of Merch

By Samuel Hine

It’s Merch Week at GQ. Check out our 41 Most Iconic Pieces From the Golden Age of Merch , and read Why Does Gen Z Love Nirvana Tees, Thrasher Hoodies, and Bass Pro Shops Hats?

Recently, I was reorganizing my dresser drawers when I discovered a thick layer of graphic T-shirts buried under my solid white standbys, undisturbed for many months. As I unfolded the creased garments, I found mementos I had bought as far back in 2017 at concerts, restaurants, and from random people on Instagram, all of which I wore for a while then all but forgot about. It was a stockpile from the years when merch occupied a special cultural position, when graphics were the language of style and fashion embraced souvenirs and novelty. I placed my minor collection into a plastic tub for long-term storage. I can’t imagine getting rid of any of it. But I also can’t really imagine wearing any of it anymore.

For about a decade starting in 2013, merch was everything in fashion. Definitions of “merch” are subjective, but a good place to start is any branded item of clothing or accessory that is distributed to promote something, like a New Yorker tote bag or a Beyoncé Renaissance tour tee. Whatever the subject matter, merch is a way to endorse things you admire, to establish yourself as a member of a fandom or subculture. Merch “signals people who are like-minded,” says the artist Andrew Kuo, an avid collector and longtime designer of merch. “It’s a way to come together,” he says.

There’s ordinary merch—and then there’s the merch that constitutes the one-time hottest trend in fashion. A Yankees hat is the former, a Yankees x MoMA ballcap the latter. The addition of an embroidered MoMA logo on the side of a Yankees hat turns an iconic accessory into a style statement and, more importantly, a vector of taste. The modern merch wave was driven by these collectible signifiers. For those with the merch bug, a hat that says your interests meet at the intersection of modern art and the Bronx Bombers hits much harder than any old team colors.

And as it turned out, there was no event too big or small, no spot too grand or unassuming to get its own merch. Your morning coffee spot stocks beanies, the MTA sells socks and baby onesies for every subway line, the New York Times sells Connections tees (you missed out on the NYT x Sacai gear in 2018), your job comes with a custom Stanley cup, your date notes that the restaurant lists a dad hat on the menu, and she’s wearing a Paris, Texas sweatshirt designed four decades after the Wim Wenders film’s release. The funny tweet you hearted earlier? It’s already splashed across a sweatshirt on Etsy.

We don’t need all of this stuff, but merch scratches a distinctly modern itch. “Not to get too philosophical about it, but we're all brands now,” says Alix Ross, who cofounded sprawling merch empire Online Ceramics with Elijah Funk in 2016. In the online age, Funk explains, merch offers a succinct and legible way for people to define themselves. “It’s such an easy way to communicate to strangers, Hey, we might have something to talk about. It is social collateral.” Merch, Funk says, is part of “a conversation that's happening actively everywhere all the time.”

The rise and fall of trends is a predictable cycle. Early adopters get a style popping, and by the time it has trickled down to the masses those on the bleeding edge of cool have long since moved on. Merch had a long, steady rise. It was cheap, plentiful , and often incredibly compelling. The low barrier to entry—all you needed to make your own line of tees was Photoshop and a screen-printing plug—meant there was always a new wave of exciting original graphic design, as well as a constant stream of new iterations of an increasingly gonzo aesthetic.

But the decline of merch was extraordinarily swift. By the time pandemic restrictions were all but a memory, we reentered the world with a specific kind of anxiety. In an increasingly chaotic cultural landscape, our merch was ourselves, how we fixed the boundaries of our identity. But at a certain point it felt like our niche combination of interests, or at least the heavily stylized graphic garments that advertised them, was simply one big trend that had gone way too far.

“When I was younger, if I saw another guy in a Rancid And Out Come the Wolves tee, I would be like, Holy shit, we can have a conversation about this ,” says Lawrence Schlossman of the menswear podcast Throwing Fits. The most fundamental dynamic behind the end of merch is this: We once got excited to see other people wearing our interests on our sleeves. And then it began to terrify us. “Today,” says Schlossman, “if you’re walking down the street and see somebody wearing Erewhon merch or something, you're not going to stop and talk to that person about whether or not they tried the Hailey Bieber smoothie. ”

It’s hard to avoid the feeling that all of the merch we’ve collected doesn’t add up to much more than a fuzzy bicoastal identity. When everything became merch, what did any of it mean? When you see other people wearing these specific but ubiquitous signifiers, continues Schlossman, “if anything, you’re thinking, Ugh, I thought I was so smug and special, and here's this other fucking idiot who also thinks they're so smug and special. ” Merch once made us feel unique. Then it made us realize that we’re not so unique after all.

The merch boom started with a “fart.”

That’s how the artist Wes Lang describes the amount of time it took for him and Virgil Abloh to come up with the designs for Kanye “Ye” West’s 2013 Yeezus tour merch . “It was like: This is it,” Lang recalls. “There was no time from the ask to do it until the night of the first show. It just happened.” Thus began the trend we know as merch.

Lang, who says he was “born in a graphic T-shirt,” was nonetheless an unlikely collaborator for an enormous rap tour. The Los Angeles painter’s previous merch credits included making Grateful Dead bootlegs for a small group of friends; he went official in 2012 when he used the spooky skull-and-roses iconography that permeates his eminently tattooable work to design a Grateful Dead box set (merch included). But Abloh, who at the time ran Ye’s Donda creative studio, was a visionary when it came to graphic tees. In 2010, he launched the DJ collective Been Trill alongside Matthew M. Williams and Heron Preston . Been Trill threw a great party, but is best remembered by the Goosebumps-core tees they passed out from behind the booth.

By the time the Yeezus tour kicked off in the fall of 2013, Abloh had launched the proto-fashion line Pyrex Vision and was well versed in remixing diverse design languages to sensational effect. Still, the tour merch, which juxtaposed a vampiric Yeezus logo with skeletons pulled from Lang’s canvases and the words “God Wants You,” was a rare kind of alchemy.

“It didn't just change high fashion,” says Lang of the Yeezus merch. “It changed everything.”

The Yeezus merch sparked a movement. “It was a mic drop from the first night of the first show,” Lang recalls. Fans were cleaning the merch stands, sure, but the real innovation came a few tour dates later, when the Yeezus gear hit PacSun. You no longer had to fight through the crowds at a concert to get your hands on it—you could just go to your local mall.

Lang was living in Hollywood at the time, and recalls a time when he would see people wearing Yeezus merch every time he left his house. The mass distribution didn’t render it uncool. In fact, it made it even more of a status symbol. “I got hit up by every person I ever met asking me for that shit,” Lang says. In fusing a luxury streetwear sensibility with a zeitgeisty musical project and Lang’s heady iconography, the Yeezus merch signaled that you were hip to the scene at the center of the rapidly converging worlds of art, music, and fashion. At the time, there was nothing cooler.

The merch arms race was now officially on. Tour merch was beginning to represent a much-needed revenue stream for artists in the digital age, but for those with ambitions in fashion, it could also function like their own clothing line : a platform for collaborations with designers, and an arm of their image-making campaigns.

Come spring of 2016, when Beyoncé dropped “Boycott Beyoncé” tees to hit back at the reaction to her “Formation” video, merch was a thriving subgenre of fashion itself. Many artists worked with rising designers, like when Justin Bieber collaborated with Fear of God’s Jerry Lorenz o (who also worked on Yeezus ) on a line of upscale Purpose tour gear that was sold at Barneys and VFiles that summer. When Rihanna released her punkish Anti merch at legendary boutique Colette in Paris at around the same time, merch was officially welcome on the luxury-retail racks.

Not to be outdone, the next month Ye—the alpha and omega of fashion merch —set up his own immersive retail experience , launching his Cali Thornhill DeWitt–designed The Life of Pablo merch into the stratosphere with a simultaneous 21-city pop-up shopping experience that Vogue compared to a “social experiment-cum-art project.”

It’s no coincidence that Ye, Abloh, and Lorenzo were three of the main instigators behind the streetwear revolution that turned the fashion industry upside down in the mid-2010s. At the time, there was a real celebration of subcultures in the air as hip-hop and skateboarding defined what was cool in the broader fashion world. The corollary was that everything was up for grabs. If merch is a way to find the like-minded, it’s also about excluding others. Which is now impossible, says Andrew Kuo. “If you can just go online and consume all of Black Flag's records in an hour, you have the agency to wear a Damaged T-shirt, or the logo, you know?”

In the free-for-all merch arena, menswear Tumblr guys wore Been Trill T-shirts and Abloh wore Grateful Dead bootlegs. Anyone could walk into Supreme and buy a Scarface or Nan Goldin tee—what used to look like poser behavior became a mark of good taste. To keep up with the shifting cultural understanding of cool, the layers of references in the merch system became extremely intricate, which made the whole scene even more subversive and interesting. Vetements put a yellow DHL deliveryman tee on the runway, a commentary on—what, exactly? Nobody could be sure, but it launched a spirited debate about the nature of luxury, not to mention countless memes.

By 2018, when Abloh—who redefined graphic T-shirts as luxury objects and preached appropriation as a design ethic—became the creative director of Louis Vuitton men’s, the abstract aesthetic of merch was a more important statement than the content itself.

In this new paradigm, merch was fashion. Few understood this better than Ross and Funk, who were the leading edge of a wave of young designers who built names for themselves with inventive merch during this period. The friends from Ohio didn’t intend to run a clothing business; they were Deadheads who wanted to be fine artists . Their first designs were bootlegs that they sold outside Dead & Company shows to pay their way along the band’s tours.

If there was a visual thread running through the golden age of merch, it stretched from Stanley “Mouse” Miller and Alton Kelley’s ’60s jam band posters to Wes Lang’s grinning skulls to Online Ceramics. Ross and Funk employed recognizable Dead iconography, but added their own totally imaginative spin. As Abloh once said, “Graphic tees are vibes.” Ross and Funk’s were the vibiest; their graphics felt like portals to a singular and strange dimension, a world narrated in gothic typeface and filled with dancing flowers, spooky scarecrows, and skeletons absolutely shredding the guitar. (Abloh was an Online Ceramics customer and fan.)

Ross and Funk quickly found themselves at the sharp end of a rapidly evolving industry. In 2017 they went official with Dead & Co, collaborating with bandleader John Mayer on a drop of tie-dye hoodies, and by 2018 they were partnering with culty film studio A24 on merch for the horror flick Hereditary , which spawned a cottage industry of official and unofficial movie merch. Jonah Hill and Emily Ratajkowski and Ty Dolla $ign bought Online Ceramics tie-dyes, and Zendaya wore an Online Ceramics x Fela Kuti hoodie in Euphoria . The pair worked with the edgy artist Jordan Wolfson and the estate of spiritual guru Ram Dass and everyone in between.

“Ever since we've discovered that every person wants merch, and people know that we’re the guys that do the merch, we’ve been in this super exploratory place of like, Oh, what can we make merch for now?” says Funk. “Which also opens up this complete can of worms, which is that anything can have merchandise. But it's made our job pretty entertaining.”

Despite Ross and Funk’s hyper-specific references, there is a remarkably universal appeal to the Online Ceramics aesthetic, which toes the line of sincerity and satire. One of their most popular tees depicts the earth inside a cartoon heart under the phrase “WE’RE ALL GONNA DIE.” By the time of its release in 2020, the Yeezus edge had been replaced by a more nuanced and ironic message, one that spoke directly to the catastrophic moments we were living through. During the Trump years, as global events rushed toward a pandemic and social media became another vector of the chaos, it had become all the more urgent to align ourselves with the things that meant the most to us. But at a time when sincerity felt grossly trite, the best merch fed into our irony-pilled personas. Were you wearing a frog-covered Online Ceramics “Toadal Chaos” tee as a joke? Was the joke on you? Did it matter?

As merch became more ubiquitous, and its meaning more multilayered, it became increasingly impossible to understand who someone was based on what they wore. Cynthia Lu of Cactus Plant Flea Market has designed some of the most memorable merch of the past decade for artists like Pharrell, Ye, Kid Cudi, Playboi Carti, André 3000, and the Rolling Stones, and brands like Comme des Garçons, Denim Tears, Stüssy, and Nike. Lu’s bubbly designs, which resemble the “Life Is Good” universe on acid, have become a fixture of the modern streetwear landscape.

Last year, Erewhon released a line of charming Cactus Plant merch. This came six months after McDonald’s —perhaps the greatest spiritual enemy to Erewhon’s organic empire—released a line of its own Cactus Plant gear. Lu’s trippy aesthetic world is remarkably consistent, and all of her designs share a distinct graphic language. From afar, it would be hard to tell if you were a raw water enthusiast or on your way to pick up a McFlurry.

With the onset of COVID, merch became a lifeline for venues and restaurants—and maybe for ourselves. I bought a ball cap from a beloved local tapas restaurant. In a stark political moment, there was plenty of cool political merch to choose from. I bought a Black Lives Matter fundraiser T-shirt from Online Ceramics, and a T-shirt bearing an image of Bernie Sanders and the phrase “Rage Against the Machine” from the LA artist Sonya Sombrieul. I was mostly sitting at home, but boy did it feel like I was doing something. The pursuit of merch gave life meaning. I remember spending hours browsing the websites of merch-y fashion labels Beepy Bella, Denim Tears, Awake, Sky High Farms, Noah, Bianca Chandon and many other smallish fashion labels that I figured could use a little extra business while physical retail was all but closed.

An early sign that the merch trend was heading toward a cliff was the widespread adoption of preorders. Merch was once tied up with ideas of exclusivity. It was ephemeral and limited edition. You wanted to be one of a small hard-core group of fans to have earned those stripes. And then merch operators small and large embraced preorders and drop-shipping e-commerce models, meaning the only thing limiting merch quantity was how many people were willing to buy (and then wait several weeks for) a Bernie “Rage” tee, a Dark Brandon coffee mug, an Astroworld hoodie, or a Cactus Jack x McDonald’s pillow in the shape of a chicken nugget. The scarcity model, once the key to the intertwined rise of merch and streetwear, was becoming a thing of the past.

And the more merch we bought, the more merch flooded the market, and all the energy that had built the trend began to vanish. “It happened so fast,” says Andrew Kuo, “that I think it really zapped the endorphins from the movement.” A lot of the merch I amassed reflected something genuine about my life: I love going to the Odeon and bought a cap embroidered with the Tribeca boîte’s logo at the bar. My somewhat extensive Online Ceramics collection spoke to my love for the Grateful Dead and admiration for Ross and Funk’s work.

But the truth is merch was coming to resemble a physical manifestation of the algorithm. For every original and visually compelling merch design that perfectly aligns with my interests, there is a boatload of sweatshirts bearing a one-liner delivered by Gwyneth Paltrow in a Park City, Utah, courtroom , or coffee mugs emblazoned with Donald Trump’s mugshot, the cynical merch version of fast fashion. “Merch used to actually mean something,” says Lawrence Schlossman. “Now, it’s more of a broad-stroke signifier that represents some type of nonspecific message about what you care about. A billboard that says you live in New York or spent two weeks walking around Silver Lake, or whatever.”

Fashion isn’t always great at being a mirror of our times. But the luxury establishment knows a thing or two about how to create desire through exclusivity, and in the past couple of years the industry executed a hard pivot toward understatement and elegance . The graphic tees that had dominated fashion runways for years vanished, replaced by cashmere sweaters in sophisticated tones. People began saying things like “texture is the new logo.” The most lasting visual legacy of Succession is the quiet luxury sensibility of the show’s Loro Piana–clad plutocrats, not the Waystar Royco branded vests that were for sale in HBO’s online shop.

Of course, the death of merch might be news to the hundreds of people who camped out next to a six-lane highway in the rain to get their hands on Taylor Swift merch before an Eras Tour show last spring in Tampa . Some were there for literally days to secure an unexceptional (but purportedly rare) blue Eras Tour crewneck. Similar scenes played out in cities across the world. Swift’s US tour alone is estimated to have brought in $200 million in official merch sales, which nets out to just shy of $4 million per night, and doesn't even count the cash going to the bootleggers in the parking lot. As a category of consumer goods, merch is undoubtedly bigger than ever.

Still, I have yet to see a single Eras Tour merch design in the wilds of downtown NYC—not even as part of an ironic outfit collage in Dimes Square. Neither the biggest tour in human history nor Beyoncé’s Renaissance tour launched an enduring fashion moment offstage. There is no “Boycott Beyoncé” T-shirt of 2024. And even if there was, it might not be clear which side you were actually on.

Around when I started writing this essay, I received a delivery at the office. It was a gift from the fashion brand Loewe. Inside, I found the T-shirt of the moment if there ever was one: a luxury replica of the “I Told Ya” tee worn in Challengers by Josh O’Connor and Zendaya. Loewe’s buzzy creative director, Jonathan Anderson , did the film’s costumes, and based the T-shirt off one that JFK Jr. wore in the ’80s.

As Andrew Kuo told me, at some point the merch craze “is going to get fired back up.” Kuo, who makes bootleg artist merch under the brand name Shrits , is a merch optimist. “All it takes,” he says, “is one or two tees. All we need is something to inspire us again.”

If the merch decade was launched by Yeezus , couldn’t it be revived by Challengers ? I put the tee at the top of my dresser drawer. Whatever effect it might have on the wider merch world, it had a profound effect on me. For the first time in recent memory, I couldn’t wait to wear a T-shirt that tied together a bunch of threads I found meaningful: menswear history, Anderson’s work, and the sweaty tennis ménage à trois movie that makes me want to wear plaid shorts all summer. The feeling didn’t last long. The first time I threw mine on, I was barely out of my front door when I saw another guy wearing one just like it.

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