How to write an email to a friend sample

Home » English Vocab and Grammar » Beginners Guide: How to Write Emails in English to Friends, Coworkers and People Youve Just MetBy Yuliya Geikhman Last updated: January 30, 2022B

How to write an email to a friend sample

Home » English Vocab and Grammar » Beginners Guide: How to Write Emails in English to Friends, Coworkers and People Youve Just Met


Yuliya Geikhman

Yuliya Geikhman Last updated: January 30, 2022

Beginners Guide: How to Write Emails in English to Friends, Coworkers and People Youve Just Met

You text others all the time.

Sometimes you even call them (amazing!).

But every now and thenyou have to sit down and write an email.

Emails aredifferent from letters, texts and phone calls. Even more, emails to your friends use different languagefrom emails to your colleagues at work.

To get your message across clearly without offending anyone, youve got to know how emails work in English. And thats exactly why weve created this handy guide for you.

By the end of this post, youll know the essential English vocab for sending emails, how to write an email to business coworkers, how to write an email to a friend and how to write an email to an acquaintance (someone youve only met once or twice).

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

The Ultimate Guide to Writing Emails in English

Must-know Vocabulary for SendingEmails in English

If your email account is currently set to your native language, changeit to English to learn some new words. You already know where everything is, so you will know what the words mean.

For example, here are four words you can learn just by switching your email accounts language to English:

  • Subject: This is the topic of the email, or what the email will be about.
  • Recipient: This is the person receiving (getting) the email.
  • Compose: This means to create or write the email. The word compose is usually used with music. A composer is someone who writes, or composes music.
  • Attachment: This is any file youre attaching(adding)to the email.

See how easy that was? Younow knowfour new words, and it only took a minute!

Theres another part of an email that some people (yes, even native speakers) dont know the meaning of: theCC and BCCfields. When you add an email address to theCC field, that addresswill get the email too. When you add an email address to BCC, that person will alsogetthe email, but no one else will know that person received a copy.

But what doCC and BCC mean? These are acronyms, or abbreviations made from the first letters of the words in a phrase. In this case the words are carbon copy and blind carbon copy.

CC: Carbon copy

Before email,carbon copyonly meant a copy of a written (or typed) document using carbon paper.You might have seen carbon paperat work or even in your checkbook. Its a thin grey paper with a layer of loose ink on one side, which you place over a blank sheet of paper.

Then, put your original document on top of the carbon paper. Now, when you write on the document, it will push the ink from the carbon paper on to the blank sheet of paper, making a copy.You can see carbon paper in action in this video.

So the name makes sense, becauseusing CC when emailing is like sending the recipient a copy of the original email.

BCC: Blind carbon copy

And a blind carbon copy? Back when people used typewriters, secretaries would make carbon copies of documents, but only add the recipients names in after the copies were made. That way no one knew who else got a copy of the document. If someone isblind, itmeans theycant see, so again the name makes a lot of sense.

You would use the BCC field if you are sending out an email to a large number ofpeople who might not want their email addressshared with everyone else. Another reason to useBCC is when you want someone to see that you sent the email or the information in the emailbut you dont want that person to be a part of the conversation.

Now we know the main parts of an email,how do you actually write one in English?

The Basics forWriting an Email in English

Here are a few quick basics about writing emails:

  • Emails are usually shorter than letters but longer than texts.
  • Emailsare not as urgent (important, requires immediate attention) as speaking to someone in person or calling them on the phone.
  • Anemail will look differentlydepending on who youre writing to. Just like when you speak, emailsuse different language for different recipients.

So before you write youremail, ask yourselfwhy youre using an email instead of just calling or mailing a letter. You might decide that a text or a phone call makes more sense.

Read on to find out how and why to write emails to people you work with, people you know andclose friends.

Writing an Email in English to Your Work Colleague/Boss

Emails at work are often used to set up meetings, since its easy to see all the information written down in one place. Its also easier to get everyones attention and responses through email than in person.

Work emails are also useful when you want to ask a question that doesnt need to be answered right away, or to send a quick note to someone who is busy, so they can see it later. Always beclear and keep it concise (short).

Possible partsto include

A work email looks a lot like a business letter, with a few changes.

Your email should have:

  • A greeting: Say hello, and address the person youre writing to by name.
  • An introduction: If the person youre emailing doesnt knowwho you are, include a quick introduction.
  • The purpose of your email: Get to the point quickly and explain why youre writing the email.
  • The details: Include only thedetails the recipient needs to know about the reason youre emailing. If the recipientneeds to take any action after reading the email, include that here too.
  • A signature: Sign your name at the end of the email.

Common phrases

  • I hope youre doing well. You can include this optional phrase at the beginning of anemail, after your greeting.
  • I hope this email finds you well.This sentence is similar to the one above, but its much more formal.
  • I just wanted to update you on or I just wanted to let you know that These are both great ways to start an email if youre sending a quick note about something that the recipient already knows about.
  • Thank you for your time.Its a good idea to thank people for their time and help at the end of an email, right before your signature.
  • Sincerely, This word is often used before your name in a signature, usually only in formal letters (like one to your boss). Being sincere means that you really mean what youre saying.

Sample work email

Heres what an email to a coworker might look like:

Subject: Friday Lunch Meeting Time Changed to 11:30 a.m.

Hello Sally,

I hope youre doing well today. This is [Your Name], from the marketing department. I wanted to update you on the lunch meeting we are having on Friday. The Friday lunch meeting has been moved from 11:00 a.m. to 11:30 a.m.

Please let me know if you will be able to attend the meeting at this new time.

Thank you for your time and I hope to see you there.


[Your Name]

Writing an Email in English to an Acquaintance

An acquaintance is somebody you know, but not well. Its somebody who isnt quite a friend, but isnt a stranger either.

Email is a perfect way to get in touch with an acquaintance because its not as personal as calling or sending a text. Sending an email is a good way to reach out to somebody you havent spoken to in a long time, or to keep in touch with someone you met at an event.

Possible partsto include

An email to an acquaintance is less formal than writing to someone from work, but its a bit more personal. You canand in some cases shouldinclude more details about who you are and why youre emailing.

When youre writing an email to someone you dont know well, be sure to include:

  • A greeting: As always, say hello first! You can decide if you should use the persons first or last name, based on how well you know them.
  • A reminder of where they know you from: Mention where you met the recipient or where you last saw them, so that they know who you are.
  • A positive detail about your recipient: You can mention how great of a conversation you had the last time you saw this acquaintance, or congratulate them on a recent promotion or new job. Including anylittle detail that shows you care about them is nice.
  • Your reason for writing: Why are you writing this email? It might be just to see how the recipient is doing, or to ask them for help with something. Make your reasons clear.
  • Your signature: Politely let the recipient know that youre waiting for their reply, then sign with your name.

Common phrases

  • Long time no see. If you havent seen the recipient in a while, you can use this very informal sentence at the beginning of your email.
  • Id love to catch up. To catch up means to talk about some of the things that have happened in your lives since you last spoke to a person. Its a good phrase to use if youre writing to someone you havent seen in a while.
  • Keep in touch. This phrase means youd like to keep talking with the recipient every once in a while. Its a good sentence to use with someone you met recently.
  • I look forward to hearing from you. Before you sign your name, you can use this phrase to show that youd like to get a response. You could also use the slightly more casualLooking forward to hearing from you.
  • Best wishes, In an email to an acquaintance, saying sincerely might be too formal. Instead you can use this phrase as a closing, or alternatively, just Best, followed by your name on the line below.

Sample email to an acquaintance

Heres what an email to an acquaintance might look like:

Hi Simon,

This is [Your Name]we met at the New Years party at Sallys last year. Long time no see! Congratulations on your recent promotion, you deserved it for all the hard work you do.

Im emailing to see if youd like to meet up sometime to catch up. Im in your city for a few weeks and I would love to chat with you.

I look forward to hearing from you.

Best wishes,

[Your Name]

Writing an Email in English to Your Friend

These days we usually speak to our friends using texts, on a chat program or just in person. Sometimes, though, an email is still the best choice.

You would send an email to your friend if the content is too long to fit into a text, if you want to include more than one link or attachment, or if you and your friend are far away from each other.

Possible partsto include

Emails to friends are very casual, and dont always follow a specific structure. Still, there are some things you can include in your email to make sure your friend understands you:

  • A greeting: Say hello before you get toyour emails content!
  • Your reason for emailing: You can explain why you decided to email instead of text, or just go right into writing about what you wanted to share.
  • A signature: Writing your name is not always even necessary when youre emailing a friend. Instead you can say talk to you later and leave it there.

Common phrases

  • Hows it going? This is a casual way to say hello and ask how your friend is doing.
  • Just wanted to tell you This is a good way to start your email. Notice that the sentence is missing the word I, which should come atthe beginning of the sentence. Thats because you can write the way you would speak to your friend.
  • Talk to you later. You can also write this as the acronym TTYL.

Common Internet acronyms. As we saw with CC and BCC, acronyms are abbreviations made fromthe first letter from each word in a phrase. A few of these acronyms are very popular when speaking online, and you might already use some of them. You can write lol, which stands for laughing out loud if youre saying something meant as a joke. Or you might write omg for oh my god, if youre amazed by something. Write however is natural to you! You can think of the email like its a longer text.

Sample email to a friend

Heres what an email to your friend might look like:

Hey Sam,

Hows it going? I was going to text you, but then I realized I had too much to say!

Sorry I didnt answer your text right away earlier, I was at a lunch meeting. It was soooo boring lol. After the meeting we had pizza and soda though, so everyone was happy.

You know that Im visiting New York atm*, right? Well Im meeting with an old friend tomorrow and I wanted to get your thoughts on it. Hes the guy I met last year at that awesome New Years party. The one with the really nice shoes, remember?

And guess what. I have no idea how I should dress. Help!

[Your Name]

*Note: atm is an abbreviation for at the moment, meaning now.

With all of these phrases and email parts, now youre ready to write your own emailwhether its to a friend, acquaintance or coworker!

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

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