How to write a letter or email in English: A top vocabulary guide

Writing letters and emails in English can be a interesting challenge for non-native speakers. And if you use a computer for work, you’ll definitely need to learn how to do it.

If you use English at your workplace, need to communicate with English-speaking clients, or even use a service in an English-speaking country, you’ll need to learn how to write emails and letters in English.

The good news is that once you learn the principles of writing different types of letters and emails in English, such as the most appropriate greetings and sign-offs, how to format your letters, and how to open them, writing them becomes effortless.

And we’re all about making learning English as easy as possible, which is why we’ve created this complete guide on how to write letters and emails in English - including tables with the most common expressions and other useful tips.

Table of contents

• Why learn how to write a letter in English?
• How to write a formal or business letter in English
• How to write an informal letter in English
• How to write an email in English
• Epic email sign-offs that’ll make you chuckle

Why learn how to write a letter in English?

So, why should you even bother learning to write a letter or an email in English? Well, because it’s part of your daily life.

You use written forms of communication daily: from writing motivational letters for job applications to sending a neverending stream of emails at work, you can’t escape writing letters or emails.

And when you're dealing with an English-speaking client or coworker or applying for a job that demands advanced English skills, you need to be on top of your letter-writing game. Mastering this art will not only make you appear more professional but also help you get your point across and express yourself more effectively.

Key letter writing vocabulary to keep in mind

Before we go any further, let’s make sure we’re on the same page when it comes to letter-related vocabulary. Take a look at this table of essential letter-writing terminology.

How to write a formal or business letter in English

Writing a formal letter in English requires knowledge of business English and being fluent in corporate speak. It involves saying things professionally and politely, regardless of whether it’s praise or complaint.

What’s more, when writing a formal or business letter in English, you must follow a specific layout that includes putting information like reference numbers, addresses, and dates in specific places on the document.

But fret not - below, we explain how to structure your formal letter and how to start and end it.

Structuring a formal letter in English

While formal emails follow a simple Salutation - Body - Signoff structure, a formal letter has a slightly more complex layout.

There’s some visual flexibility when it comes to the letter layout. Still, typically, a formal letter should have the sender details mentioned in the top left corner of the document (such as your name, address, email, and phone number) and the recipient details on the right-hand side, below the sender details. And below all that, you’d start with a formal greeting.

Take a look at this example to see what a formal letter layout looks like:

Ethan Thompson
456 Oak Avenue,
Sunnyville, USA
ethan.thompson@example.com

Samantha Reynolds
123 Maple Street,
Anytown, USA
sam.reynolds@example.com
June 15, 2023

Dear Mr. Thompson,

… and then continue your letter.

If you’re writing a letter regarding a job application or a specific issue, you’d want to include the job application number or the reference number. The best place to put those numbers is before the greeting. In that case, your letter layout might look like this:

Ethan Thompson
456 Oak Avenue,
Sunnyville, USA
ethan.thompson@example.com

Samantha Reynolds
123 Maple Street,
Anytown, USA
sam.reynolds@example.com
June 15, 2023

Re: Job application no. AAA000

Dear Mr. Thompson,

How to write the date on a letter in English

When it comes to writing the date on your letters in English… well, there are different rules depending on the letter type and the country.

In formal letters, you should always write the date in full. You should avoid any abbreviations like 29-06-2023 or 2023/06/29. An example of this would be June 29th, 2023 in the US and 29 June 2023 in other countries around the world (yes, no commas). In some Asian countries, the date can also be written as 2023 June 29 (also no commas).

In informal letters, the date can be abbreviated. If you’re in the US, you’d shorten it this way: 29-06-2023 (day-month-year). In other countries, you’d invert it this way: 06-29-2023 (month-day-year). You can also use a slash (/) or a dot (.) instead of the dash (-) in between the numbers.

Formal letter greetings

The most commonly accepted way to start a formal letter is by addressing the person you’re writing to as directly as possible.

But in many situations, you won’t know the name or the gender of the person you’re writing to. In those cases, you can use more general greetings that are still widely accepted and considered polite.

Here’s a list of the most common greetings you can use depending on who you’re writing to.

How to start a formal letter in English

Ok, so now you know how to greet the person you’re writing to. But what comes next? How do you start your letter?

The first sentence of a letter is always the most difficult to write. Once you’ve got it out of the way, it’ll be easier to continue writing the rest of your message.

To help you out, we’ve created the tables below with suggestions for starting your letter, depending on the situation.

Cover letters when applying for a job

Your cover letter's introduction is the perfect opportunity to make a memorable first impression on potential employers and position yourself as a professional and capable candidate.

To help you craft a professional opener, we've compiled a table of the most common ways to start a cover letter.

Inquiry letter

Whether you're seeking details about a specific matter or uncovering the reason behind a situation, the introduction of your letter sets the tone for the rest of it.

To help you start your letter with confidence (and avoid wasting hours trying to write that first sentence without sounding rude), we've assembled a table of expressions you can use for inspiration.

Complaint letter

Writing a complaint letter is always challenging. You might be worried about coming across as rude or hurting someone’s feelings. Or, you might struggle to express negative emotions such as anger or frustration constructively and professionally. Here are a few examples of how you can start your complaint letter in a way that sounds both polite and authoritative.

Apology letter

They say “sorry” is the hardest word to say. But regardless of how hard it might be to say it, apologizing might be necessary in many situations. You may need to apologize for a simple misunderstanding or not completing a project on time. Here’s how you can start your apology letter in a heartfelt and kind way. You can also learn more about how to say sorry meaningfully in English here.

Response letter to an inquiry

Sometimes, you may have to respond to someone’s query or solve their concerns. Here’s how you can respond to an inquiry letter from a client or a coworker - whether it’s in your own name or the name of your company.

Sales letter

Writing an effective sales letter can be challenging. Professional copywriters, who are often in charge of writing such letters to the company’s customers, use copywriting and psychological principles to grab the reader’s interest and persuade them to purchase the advertised product or service.

But, sometimes, you may need to write a sales letter yourself. Here’s how you can start it.

How to sign off or end a formal letter in English

Another challenge when writing a formal letter in English is how to sign it off in a professional and polite manner, adequately to the situation. Not every sign-off will be appropriate for a formal letter, and it will differ depending on how you addressed the letter, to begin with.

Below, you’ll find a table of the most common sign-off for formal letters in English with an explanation of when it’s appropriate to use it.

But aside from the sign-off, you also have the option to add a postscript (PS).

A PS (or P.S. - both forms are correct, so it’s up to you if you want to use dots) is an abbreviation of the Latin post scriptum, which means “after text.” It’s a comment you add at the end of a letter after the sign-off to add extra information.

This is a great way to emphasize something you mentioned in the letter, mention an additional detail, or simply add a friendly personal touch to your letter.

How to write an informal letter in English

Writing an informal letter is without any doubt much easier than writing a formal letter. Unlike a formal letter, an informal letter doesn’t carry the pressure of sounding professional and polite or being fluent in business English.

An informal letter is a great way to tell a story of something that recently happened to you, share the big news with your friends and acquaintances, invite people to a party, or simply check in with someone you haven’t heard from in a while.

In the following sections, we’ll share some ways to start and end your informal letter in English.

Informal letter greetings

You can open an informal letter in many ways. How you do will depend on the person you’re talking to and how close your relationship is.

When writing to your best friend, you may start with something easygoing, like “Hey girl” or “Hey buddy.” But when writing to a more distant acquaintance, you’d want to start with something less casual like a good ol’ “Hello.” Explore 107 diverse ways to say hello in English here.

A good rule of thumb is this: if you don’t know the person well but are on friendly terms, go for a more universal greeting like a simple “Dear [First Name].”

How to start an informal letter in English

Truth be told, there’s no standard way to open an informal letter. You could do it in as many ways as your imagination and creativity allow you to. Informal letters are more flexible in structure and content than formal letters, which use standard corporate-sounding phrases.

So, feel free to open your informal letters however you like - appropriately to the situation and the person you’re talking to. But here are a few suggestions you might find helpful.

How to sign off or end an informal letter in English

Informal letters typically have quite relaxed, warm, and easygoing sign-offs. They can go from the standard “Cheers” or “Best” to more intimate “xoxo” or “Hugs and kisses.”

Here, a good rule of thumb is to reserve the most easygoing and warm sign-offs for your closest friends and family and use the more universal ones, like “Best” or “Warm regards,” for those you’re on friendly terms with but aren’t close with. Discover a vast amount of different ways to say goodbye in English here.

How to write an email in English

How you write an email in English - or in any other language, for that matter - will depend on the nature of the email and its recipient. So, when writing your emails, always make sure they’re appropriate for their intended use (no one wants to send an overly casual email to their overly serious boss).

But aside from that, here are some general tips for writing emails you should always follow:

• Use a professional email address. It’s time to ditch the embarrassing email address you created when you were 13.
• Make your subject lines clear and concise. They should summarize the purpose of your email in a few words.
• Avoid using overly casual or informal language, slang, or abbreviations in your emails - unless you’re writing a casual email to a friend.
• Avoid using too many emojis. You may add one or two if you think it’s appropriate. Emojis can be a great way to add a bit of positivity to your email and lighten the air. Just don’t overdo it.
• Be mindful of cultural differences. Different cultures may have varying communication styles and norms. Get familiar with the cultural expectations of your English-speaking audience to make sure that your emails are respectful and appropriate.
• Space out the content of your emails into short paragraphs. No one wants to read long blocks of text.
• Use an easy-to-read font like Arial, Times New Roman, or Calibri in sizes between 10 and 12. Avoid using too many colors or fancy fonts. They can be distracting and hard to read.
• Of course, use appropriate greetings and sign-offs.

Epic email sign-offs that’ll make you chuckle

Yes, we just went over a huge list of ways to start and end your letters and emails in English. But that doesn’t mean you can’t be original. It’s 2023 - at this point, everything is allowed, even signing off your work emails in a funny way.

Toodaloo!

After this exhaustive list of letter greetings, sign-offs, and first sentences, we hope you feel more confident to write your next motivation letter, business email, love note or even apply for a job!

But even though now you know the expressions that can get you started with your next letter, remember that practice makes perfect. The more letters and emails you write, the better you’ll get at writing them. And one day, you won’t need to read blog articles like this one to write a masterfully worded letter.

And if you’d like to enrich your emails and letters with more English vocabulary, check out the articles on our English blog.