Step-by-Step Guide to Writing an E-mail #
By Adrian Hernandez Vega, IB 2027
Don’t wanna be the guy shamed on the board for their atrocious email? Follow these simple steps.
Part 1: Greeting #
- The simplest way to start an e-mail is with a greeting like “Good morning,”, “Good afternoon,”, or “Good evening,”.
- You can choose to address the recipient by name (e.g., “Good afternoon Mrs. Devore,”) — or just keep it simple (“Good evening,”).
- Add a paragraph break after your greeting.
Part 2: Body #
- Be concise! Aim to explain your request in 2–3 sentences, while sounding polite.
- If your message is longer (maybe 10% of the time), you can use multiple paragraphs, but:
- Keep each paragraph short and clear (2–3 sentences).
- Use paragraph breaks to separate ideas.
- Place your main request or question at the end, or on its own line, so it stands out to the reader.
Part 3: Closer #
You have a few choices for how to end your message — each with a slightly different tone:
| Closer | When to Use It |
|---|---|
| Respectfully, | General-purpose; good when your message may sound demanding. |
| Sincerely, | When your email is more emotional or heartfelt. |
| Thank you, | When expressing gratitude or after asking a favor. |
- After the closer (with a comma), add a line break, then write your full name.
- If you’re emailing a teacher you don’t know well, include your class period on a new line.
Example E-mail #
Good afternoon,
I left my book, “How to Read, for Beginners” in your classroom.
Can I come to your room and get it during 1st Lunch?Thank you,
Adrian Hernandez Vega
Period 4