How to Write E-mails: Useful Advice
Receiving a Letter

Nowadays a pretty small number of people writes briefs and sends them via mail, but the rules of their arrangement were the basis on which today's e-mails stand. Depending on the situation, there exist different templates for electronic letters. Let’s talk a little bit about those templates. And if you are concerned about homework, then you can always entrust it to specialists from

The Structure of a Letter

For a letter to be understandable, it must have a distinct structure:

- Traditionally a letter begins with the form of address. From a new line, you may write a short introduction. It can be whether your mentions from previous letters and contacts or a short explanation of the reason for your writing. Then comes the main part of the letter which may include certain paragraphs. In the last paragraph, an author should make a conclusion, it means you ask a question or suggest an appointment. Commonly the letter finishes with some template phrases. After an ending phrase, there must be a signature. It is either your name and signature or your contact information (your rank, phone number etc.).

Here are certain examples of every part of a letter for each kind of situation: official, unofficial and half-official.

  • 1. The Form of Address

    The form of address at the beginning of a letter depends on your relationship with a person you're writing to.

    Official Situation

    If you don't know a name of addressee: Dear Sir; Dear Madam; Dear Sir or Madam.

    If you know a name: Dear Mr/Ms/Mrs Smith; Dear Dr Smith (put the title if the addressee has one, for example, Professor, Governor, captain and so on).; Dear John Smith;


    Dear John/Ann


    Hi John! Hello Ann! Hi/Hello! John/Ann!

  • 2. Introduction


    I would like to apologize for…

    This letter is a reply to your letter of (date) regarding…

    I am writing to ask for some information…


    It was great to get your letter….

    Thanks for your letter. It was great to hear from you.

    I was really pleased to hear that…


    Thanks for your letter.

    I hope you’re well.

    Sorry it’s taken me so long to write.

  • 3. Ending


    If you need any other details, don’t hesitate to contact me.


    Hope to hear from you soon.

    I am looking forward to seeing you.

    Please let me know when you will be available.


    Take care!

    Write back soon!

    See you soon!

  • 4. Signature


    Yours faithfully,

    Yours sincerely,




    Best regards,



    Best wishes,

    All the best,


Certain Pieces of Advice

- The theme of a letter should be short and clear.

- The name of your email should be a variation of your name and surname, avoid writing any nicknames.

- Do not use any abridgments like don't, we'll, won't, we're. They should be written in full size.

- Use opening remarks such as First of all; However; Therefore.

- Don't use slang.

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