Mastering the Art of Communication: How to Write a Proper Email Sample

If you’re anything like me, you have probably sent countless emails that didn’t quite hit the mark. Maybe you received no reply, or perhaps the recipient seemed confused by your message. But fear not, because writing a proper email is not as challenging as it might seem. In this article, we will explore some tips and tricks to help you write an effective email that will get the desired outcome. Moreover, we will provide email samples that you can use as templates or edit as needed. Whether you’re a professional reaching out to a client or a student contacting a professor, writing a proper email is essential for clear communication. So, let’s dive in and master the art of email writing.

The Best Structure for Writing a Proper Email Sample

When it comes to writing a proper email sample, there are several key elements that must be considered. The structure of your email plays a vital role in determining whether your message is effective and achieves the desired outcome. In this post, we will explore the best structure for writing a proper email sample.

First, let’s start with the subject line. Your subject line should be clear and concise, providing the recipient with a brief summary of the email’s contents. Avoid using vague or generic subject lines that do not give the recipient any indication of what your email is about. Instead, use specific, action-oriented language that clearly communicates your message.

Next, you should begin your email with a formal greeting. Depending on the context of your email, you may choose to use a more formal or informal greeting. However, it is essential to address the recipient by name to establish a personal connection with them. This is particularly important if you are emailing someone for the first time.

After your greeting, you should move on to the body of the email. Your email body should be well-structured, with each paragraph addressing a specific subtopic. Use clear, concise language and avoid using overly technical jargon or acronyms that the recipient may not understand.

When closing your email, it is essential to include a call to action. This may be in the form of a question that prompts the recipient to respond or an invitation to schedule a meeting or call. Be specific about what you want the recipient to do next and provide any necessary details or instructions.

Finally, you should sign off your email with a formal closing. Depending on the context of your email, you may choose to use a more formal or informal closing. However, it is essential to include your name and any relevant contact information, such as your email address or phone number. This makes it easy for the recipient to get in touch with you if they need to follow up.

To summarize, the best structure for writing a proper email sample is as follows:

  • A clear and concise subject line
  • A formal greeting that addresses the recipient by name
  • A well-structured email body with each paragraph addressing a specific subtopic
  • A clear call to action
  • A formal closing that includes your name and any relevant contact information

By following this structure, you can ensure that your email is clear, concise, and effective in achieving your desired outcome.

Requesting Information from a Company

Subject: Inquiry about your products

Dear Sir/Madam,

I am interested in learning more about your products. I have been researching several companies and I am impressed with some of the things I’ve learned about yours. Would it be possible to send me more information about your products, their quality, availability, pricing, and customer support services?

I would appreciate it if you could also include some information about your company, such as its history, mission statement, and values.

Thank you for your time and attention.


[Your Name]

Asking for a Recommendation

Subject: Reference request from a former colleague

Dear [Name of Reference],

I hope this email finds you well. I am reaching out to request a professional reference from someone who has closely worked with me during my tenure at [company name] as a [your former role].

As I am currently applying for a new job, I was hoping you could provide me with an updated letter of recommendation or be available to answer a few questions regarding my work ethic and performance. Your input and feedback will greatly help me in securing the position I am aiming for.

Please let me know if this is something you would be willing to do, and at what’s the most convenient time for us to chat.

Thank you in advance for considering my request.

Best regards,

[Your Name]

Submitting a Job Application

Subject: Job Application for the Position of [Job Title]

Dear Hiring Manager [or name if you have it],

I am writing to express my interest in the advertised position of [Job Title]. With my [number] years of experience in [related field], I firmly believe that I have the skills, knowledge, and passion required to excel in this role and make valuable contributions to your team.

I am confident that my experience, qualifications, and achievements, which I have highlighted in my attached resume, will convince you of my suitability for this position. I am familiar with [Name of Company], and its mission, and I am excited by the prospect of working with such a dynamic and innovative organization.

Please feel free to contact me if you would like to arrange an interview and further discuss my application. I look forward to the opportunity to meet with you in person to provide additional information and learn more about your expectations for the role.

Thank you for considering my application.


[Your Name]

Rescheduling a Meeting

Subject: Rescheduling Our Appointment

Dear [Name of Recipient],

I hope this email finds you well. I am writing to apologize for any inconvenience caused and to request a rescheduling of our meeting that was scheduled for [date and time]. Unfortunately, due to some unforeseen circumstances, I won’t be able to make it to our appointment.

I understand your time is valuable and I sincerely apologize for any inconvenience this may cause. Please let me know if there is an available time and date that works for you in the next couple of days so we can reschedule our meeting. I am very interested in our conversation and I am hoping that we can find a mutually agreeable time.

Thank you for your understanding and patience. I look forward to hearing back from you soon.


[Your Name]

Thank You Note for a Job Interview

Subject: Thank You for the Opportunity to Interview

Dear [Interviewer’s Name],

I would like to take a moment to extend my gratitude to you for taking the time to discuss the [Job Title] opportunity with me earlier today. It was a pleasure meeting with you and learning about the company’s [products/services], as well as the different expectations and responsibilities of the role.

I appreciate your consideration and the insight you provided regarding the company culture, team dynamics, and future potential of the position. I remain enthusiastic about the possibility of working with your organization and confident that my skills and experience align well with your company goals.

Please do not hesitate to contact me should you have any further questions. Once again, thank you for your time and the opportunity to interview with you.


[Your Name]

Sending a Reminder

Subject: Reminder about [Upcoming Event/Task]

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to remind you about [Upcoming Event/Task] that we discussed earlier. I understand that you have a lot on your plate, and it would be unfortunate if this event slipped your mind.

[Include any additional information about the event, or the purpose of the task, that may help]

I am confident that you will take all necessary steps to ensure that everything will run smoothly. If you have any questions or concerns, please let me know. I would be happy to discuss further and help you in any way I can.

Thank you for your attention and understanding.

Best regards,

[Your Name]

Responding to an Apology

Subject: Response to Your Apology

Dear [Name of Sender],

Thank you for reaching out to apologize for the [incident/event]. I appreciate your sincerity and willingness to take responsibility for the situation.

[Take this paragraph to either accept the apology and end the letter or continue with how you will resolve the issue or help resolve the issue]

I am confident that we can find a solution that works for everyone involved. I look forward to putting this matter behind us and working with you in the future.

Thank you again for your apology and cooperation.


[Your Name]

Tips for Writing an Effective Email

Emails have become a primary mode of communication, and it is essential to write them right to get the desired response. Here are some tips to help you write an effective email:

1. Use a clear and concise subject line

The subject line is the first thing the recipient sees, and it should sum up the content of the email. A clear and concise subject line sets the tone for the email and ensures your message is not overlooked or mistaken for spam. Avoid words like “urgent” or “important” unless your email is genuinely time-sensitive.

2. Keep the email brief and to the point

Avoid long paragraphs and use bullet points to break up the text. Use simple language that is easy to understand, and get straight to the point. Too much information can make your email overwhelming and frustrating to read. Keep your emails concise and stick to the main topic.

3. Address the recipient by name

Addressing the recipient by name adds a personal touch to the email and makes it clear who the email is intended for. Avoid using “To whom it may concern” or “Dear Sir/Madam” as this appears impersonal and may even turn off the recipient from reading your email.

4. Proofread and edit the email before sending

Typos and grammatical errors can make your email appear unprofessional and careless. Always proofread your emails before sending them, and run them through spell-checker if necessary. Take the time to edit and make your email look professional.

5. End the email with a clear call to action

End your email with a clear call to action that tells the recipient what you expect of them. Whether it is a reply, scheduling a meeting, or sending a document, be specific in your request. This makes it easy for the recipient to respond and prevents any confusion.

Use these tips to write effective emails that get the desired response. Keep them short and simple, and remember to stay professional and courteous. These are essential qualities that make for a great email.

FAQs on How to Write a Proper Email Sample

What is the ideal length for an email?

The ideal email should be short and concise, ideally between 50 to 125 words. Avoid going beyond 200 words as it may bore the recipient and they may fail to read it altogether.

What is the difference between a formal and an informal email?

A formal email is structured and follows business letter format. It usually contains a formal greeting, addressing the recipient using their title and last name, and the body of the email is structured in paragraphs. In contrast, an informal email is more casual and conversational in tone and structure. In an informal email, it is okay to use contractions and address the recipient using their first name only.

How should I start and end my email?

The beginning of your email should have a greeting, i.e., ‘Dear [Name],’ or ‘Hello [Name],’. To end your email appropriately, use a closing statement such as ‘Sincerely’ or ‘Best regards’. Avoid informal closings such as ‘Cheers’ or ‘Take care’.

Should I use a professional tone in my emails?

Yes, it is important to maintain a professional tone in all your emails. Avoid using slang, abbreviations or text-speak and use proper grammar. Ensure you re-read your email to check for grammatical errors before sending it.

How should I structure the body of my email?

The body of your email should be structured in paragraphs, making it easy for the recipient to read. Start with an introduction paragraph then move to the main content. Use bullet points or numbering for clarity. Finally, add a concluding paragraph.

Should I use emoticons in my emails?

Avoid using emoticons in professional emails as they may be misinterpreted or perceived as unprofessional. With formal emails, maintain a strictly professional tone, and keep emoticons to texts or rather social media platforms.

What should I include in the subject line of my email?

The subject line of your email should be concise and should capture the main idea of the email. It should be brief yet descriptive enough to give the recipient an idea of what the email is about. Ensure that it is relevant to the content of the email.

Wrapping it Up

So, that was all about writing a proper email sample, folks! Hopefully, you gained some new insights on email writing and are pumped to try them out in your next mail. Remember, the key to an excellent email is keeping it concise, clear, and courteous. Thanks for reading, and I hope to see you around here soon for more exciting content! Until then, happy emailing!