A lot of people still have problems writing emails. There are some suggestions to help you with.

Rule 1

Always check you've got the right name in the 'To' box. And remember to just send it to the people who need to read it. 

Remember that if you reply to all, then everyone will read it. Does the entire sales team really need to read that email to one person about something unimportant to them?

Rule 2

This sounds obvious, but don't forget to attach them! A word of advice – attach the files you want to send before you start writing. That way, you can't forget to attach them. 

Rule 3

If you write 'CAN YOU LET ME KNOW THIS WEEK?' then your reader will think are very rude.

Don’t use all caps for the entire sentence. 

Rule 4

Short emails may sometimes sound rude. So keep emails short, but make sure to be polite and friendly.

Rule 5

This is important, especially if it's a work email. If you make mistakes in your email, people will think you make mistakes in your work. So make sure you check everything carefully.  


When you write quickly, it is easy to make mistakes. So, make a list of words you have spelled incorrectly in the past and check this list to make sure that you have spelled them correctly this time. Also, use your computer's spell checker if you can. This will automatically correct spellings for you. Finally, here are a few other things to check for.

Words with similar sounds 

Some words in English have the same sound but have different spellings. For example: their and they’re, wear and where, meat and meet

Their not hear yet. → They're not here yet.

Wear do you want to meat? → Where do you want to meet?

Short words 

These are easy to spell, but also easy to spell incorrectly. Short words are the ones we type most quickly. It's easy to type the letters in the wrong order. Have a look at some examples.

a lot fo mistakes → of 

Thank you fro your letter → for 

at hte meeting → the 

Silent letters 

Many words that we use in emails have silent letters. Some examples are: know    write    wrong    forward    thought    right    interesting

Grammar: subject/verb agreement 

You should always check if you have used the right verb in the right form. A common mistake is to forget the -s or the -es in the 3rd person singular (he/she/it).

Here are some examples: 

The training start at 9 a.m. → starts 

My plane leave at 4.35. → leaves 

How long do it take? → does 

How many times have he been here? → has


Remember to start every sentence with a capital letter, and to use a capital letter for place names, days, months, names, etc.

An exclamation mark is okay to use in a friendly email, but it's better not to use them in work emails. 

See also

External links