The e-mail
Clear purpose, proper format
Layout
Do’s and don’ts
Do
- Include all header elements (To, From, Date, Subject)
- State your reason for writing in the first sentence
- Use formal language – no slang
- Use full forms (do not instead of don't)
- Leave a blank line between paragraphs
- Match greeting to closing (Dear Sir → Yours faithfully)
- Use "softer" phrases when criticising: I would like to point out, it seems to me
Don’t
- No contractions in formal e-mails
- No emojis or emoticons
- No casual greetings (Hey, Hi there)
- Don't use an unprofessional e-mail address
- Don't forget a subject line
- Don't mix up faithfully/sincerely
Weaker
“Hi! Your headphones broke after two days and I want my money back, thanks.”
Stronger
“Dear Sir or Madam, I am writing to request a refund for the headphones I bought on 3 May, which stopped working after two days.”
Why it matters: A formal e-mail names its purpose in the first line and keeps a polite, formal register throughout. The casual version would be marked down for register and tone.
Practise this text type
Pick a task, write it, then let the self-check look at your draft. The task bank has 6 e-mail tasks.
You attended a two-week language course in Brighton that did not match what the website promised.
"Small groups of maximum 10 students · all teachers fully qualified with at least five years' experience · modern single rooms with private bathroom, five minutes from the school · full social programme included"
Write an e-mail (around 250 words) to the course provider.
- compare what was promised with what you actually experienced
- describe the problems with the accommodation
- state what you want the company to do
You have read an article in an English-language newspaper and strongly disagree with it.
"Electric cars are a pointless trend that will change nothing. They are toys for wealthy city dwellers: too expensive for ordinary families, useless without charging stations, and powered by electricity that still comes from fossil fuels. Politicians who subsidise them are wasting taxpayers' money."
Write a letter to the editor (around 250 words) responding to the article.
- respond to the article's main claims
- present your view on the environmental benefits
- discuss the practical challenges of switching
You have found an advertisement on the website of an international environmental NGO.
"We are looking for committed students (16+) to support our communications team for four weeks in July. Tasks include researching environmental topics, writing short texts for social media and helping at two public events. Good English, reliability and an interest in climate issues are essential. Apply by e-mail to Ms Hana Said, including your relevant experience and why you want to join us."
Write an e-mail of application (around 250 words) to Ms Said.
- state which internship you are applying for and where you saw it
- describe your relevant skills and experience
- explain why you want to work for this organisation