Writing an email

An email can be sent to more than one person at the same time.

To: in this field write the contacts of people you want to communicate directly with
CC: stands for Carbon Copy and is usually used for people who should know about the topic of the email but aren’t directly involved. In this field, all the recipients of the carbon copies see the To: and CC: fields including all the addresses.
This means that every recipient gets to know the email addresses of all the persons that have received your message. This is usually not desirable.
Bcc: stands for Blind Carbon Copy. Email addresses will not appear in this field. If you write addresses in the field To and CC, they will be seen to the recipient address in Bcc field. Also recipients in To and CC will be acknowledged you have put more addresses in the Bcc field.
Bcc is most commonly used when emailing more people at once, who do not know each other in order to keep their addresses and their interest of information private.

Subject: in this field write a few key words about the topic you are going to write about

Composing an email

We write a formal email when we want to be polite or we do not know the person we are writing to. It is also often used for work occasions.

Starting a formal email if we know the receiver’s name :

  • Mrs Peterson, – married female
  • Miss Peterson, – unmarried female
  • Ms Peterson, – no reference to the female’s marital status
  • Mr Peterson, – male

We write informal emails on occasions when we want to be friendly or we know the other person well.
The most common starting of an informal email is with Hi! or Hello!

The body of an email

First, you explain in short what you are you going to write about, the purpose. You have to make this clear.

I am writing to

  • ask about the situation of…
  • inform you about our new opening hours.
  • complain about the product…
  • enquire about the status of my application…
  • apply for the job advertised…
  • say thank you for the cooperation….

Starting and ending an email

Starting a formal email if we know the receiver’s name:
                                                                                     Dear Mr John Smith,
Ending a formal email if we know the receiver’s name:
                                                                                    Yours sincerely

Starting a formal email if we do not know the receiver’s name:
                                                                                     Dear Sir or Madam,

Ending a formal email if we do not know the receiver’s name:
                                                                                    Yours faithfully

Starting an informal email:

  • Hi
  • Hello

Ending an informal email:

  • Kind Regards
  • Best Regards
  • Thank your for….
  • All the best

Domain names

Email addresses often include the name of the country the address is from. This can be the final two letters of the address.

.si Slovenia
.uk United Kingdom
.de Germany
.au Austria
.hr Croatia

Pronouncing an email address

When you say an email address:

  • Remember that @ is pronounced ‘at’ and . is pronounced ‘dot’.
    Example: makebooking@besthotel.com is pronounced: ‘reservations make booking at best hotel dot com’
  • sometimes a . can be in the person’s name. victoria.thomas@englishschool.com This is pronounced: Victoria dot Thomas at English school dot com
  •  _ is called ‘underscore’.english_ school@apply_now.com is pronounced ‘English underscore school at apply underscore now dot com

If there is the first and the second name in an email address it is not necessary to use capital letters. For example, V and T in Victoria Thomas’s email address.


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