Professional English Emails | Write Clearly and Effectively

In this short video, I will introduce the purpose of learning tips and strategies at the beginning of the course before we get into each one.

While nobody can force you to use an outline when writing emails, it can be an extremely powerful tool in crafting a structure that will guide your writing, and help you avoid getting lost.

The bullet list is a simple yet powerful way to communicate information that minimizes opportunities for misunderstandings. Often, if items, requirements, or important details are contained in a standard paragraph, they can easily be missed or ignored. The bullet list avoids that.

A CTA (Call to Action) will be included in almost any email, whether for personal emails or business English emails. The key is knowing which one to use, and when to use it.

Understanding the general structure of a typical email can help you effectively establish a tone, communicate your thoughts in the proper place, and get your reader to take the action you want them to take. Of course, there is still a lot of flexibility and room for creativity.

While it may seem obvious, mistakes can be the difference between landing that job or not. Mistakes can cause others to judge you unfairly, since your email may be their only point of reference.

One of the most common issues with emails is vague and fluffy expression. To a reader who cares about clarity (a lot of people), every wasted word is wasted time and energy.

What language will make your reader click on the email subject? What if they click and feel they’ve been tricked? What if they never click? Let’s explore these questions in this lesson.

Writing an email is fundamentally different from writing a novel. If you fill your emails with beautiful language, believe it or not, people may dread seeing your name in their inbox.

When should you stop one paragraph and start another? Is it okay for one sentence to stand in a paragraph by itself? Should you indent? Let’s discuss!

This lesson is for a specific set of email writers who may not yet grasp the impact that punctuation style can have on an email reader. Is that you?

Tone follows purpose. If you can fully grasp this principle, you will spare yourself the pain of many awkward email exchanges.

What makes an email ‘polite’ or ‘formal’ or ‘casual’? Also, how should you decide to be formal, or not? Is there a clear rule to apply? At least, let’s shed some light on this.

In this lesson, learn when to use shortened words (like jargon), and whether or not you should use new expressions you’ve picked up.

Should an email be treated as a text? Well, sometimes it can be, but it really depends on the situation. Let’s discuss.

Scenario: A customer has ordered a package that should have arrived on Tuesday. There was a mixup with the express delivery service. Rather than explaining the full situation (because that would come across as blaming others), the Customer Service person will send an email to apologize and extend a special offer.

Scenario: A customer has ordered a package that should have arrived on Tuesday. There was a mixup with the express delivery service. Rather than explaining the full situation (because that would come across as blaming others), the Customer Service person will send an email to apologize and extend a special offer.

Scenario: A customer has ordered a package that should have arrived on Tuesday. There was a mixup with the express delivery service. Rather than explaining the full situation (because that would come across as blaming others), the Customer Service person will send an email to apologize and extend a special offer.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: A loyal Voov customer is curious about what may be coming soon, including products offered and potential service options. Kari needs to address each question.

Scenario: A loyal Voov customer is curious about what may be coming soon, including products offered and potential service options. Kari needs to address each question.

Scenario: A loyal Voov customer is curious about what may be coming soon, including products offered and potential service options. Kari needs to address each question.

Scenario: A loyal Voov customer is curious about what may be coming soon, including products offered and potential service options. Kari needs to address each question.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Kelly has just been hired at her dream company, Digical. There was a special meeting for her and a few other employees to introduce themselves. Afterward, Kelly began the onboarding process. One step is to get a computer with access to certain necessary applications, as well as a security badge. Unfortunately, Kelly is having some difficulty doing this and needs help.

Scenario: Kelly has just been hired at her dream company, Digical. There was a special meeting for her and a few other employees to introduce themselves. Afterward, Kelly began the onboarding process. One step is to get a computer with access to certain necessary applications, as well as a security badge. Unfortunately, Kelly is having some difficulty doing this and needs help.

Scenario: Kelly has just been hired at her dream company, Digical. There was a special meeting for her and a few other employees to introduce themselves. Afterward, Kelly began the onboarding process. One step is to get a computer with access to certain necessary applications, as well as a security badge. Unfortunately, Kelly is having some difficulty doing this and needs help.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Gus is the leader of a marketing team responsible for helping athletics brands with their campaigns. He has just finished a meeting with his team to go over some of the upcoming projects the team will be working on. His goal is to make sure everyone is on the same page.

Scenario: Gus is the leader of a marketing team responsible for helping athletics brands with their campaigns. He has just finished a meeting with his team to go over some of the upcoming projects the team will be working on. His goal is to make sure everyone is on the same page.

Scenario: Gus is the leader of a marketing team responsible for helping athletics brands with their campaigns. He has just finished a meeting with his team to go over some of the upcoming projects the team will be working on. His goal is to make sure everyone is on the same page.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Toph is an HR manager at Tribop and needs to let the whole company staff know about an upcoming event that they must attend. She needs to make sure people know about the upcoming workshop related to their healthcare benefits, and that attendance is not optional.

Scenario: Toph is an HR manager at Tribop and needs to let the whole company staff know about an upcoming event that they must attend. She needs to make sure people know about the upcoming workshop related to their healthcare benefits, and that attendance is not optional.

Scenario: Toph is an HR manager at Tribop and needs to let the whole company staff know about an upcoming event that they must attend. She needs to make sure people know about the upcoming workshop related to their healthcare benefits, and that attendance is not optional.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Jing teaches after-school classes at a training center in her city but recently has come down with a case of strep throat. She needs to let her boss know that she will be taking a week off and provide proof of her illness.

Scenario: Jing teaches after-school classes at a training center in her city but recently has come down with a case of strep throat. She needs to let her boss know that she will be taking a week off and provide proof of her illness.

Scenario: Jing teaches after-school classes at a training center in her city but recently has come down with a case of strep throat. She needs to let her boss know that she will be taking a week off and provide proof of her illness.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

While you may be familiar with many of the common ways to close an email, how do you know which one to use in which situation? Some are more formal, some neutral, and others very casual. Let's first discuss the main purpose of salutations before getting into examples.

While you may be familiar with many of the common ways to close an email, how do you know which one to use in which situation? Some are more formal, some neutral, and others very casual. Let's explore the most common ones in detail.

Scenario: Kelly wants to make sure the head developer on her team knows what she has been working on, just in case it affects his work. Amed and Kelly are on friendly terms but work on different aspects of the project.

Scenario: Kelly wants to make sure the head developer on her team knows what she has been working on, just in case it affects his work. Amed and Kelly are on friendly terms but work on different aspects of the project.

Scenario: Kelly wants to make sure the head developer on her team knows what she has been working on, just in case it affects his work. Amed and Kelly are on friendly terms but work on different aspects of the project.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Neil, a specialist at a company that makes canvass banners, is emailing a customer during the busy season about a custom order. Any slight mistake could result in huge delays that affect the whole business. Neil needs to confirm certain details of the order and explain why he needs to do so.

Scenario: Neil, a specialist at a company that makes canvass banners, is emailing a customer during the busy season about a custom order. Any slight mistake could result in huge delays that affect the whole business. Neil needs to confirm certain details of the order and explain why he needs to do so.

Scenario: Neil, a specialist at a company that makes canvass banners, is emailing a customer during the busy season about a custom order. Any slight mistake could result in huge delays that affect the whole business. Neil needs to confirm certain details of the order and explain why he needs to do so.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Lyubov, a consultant, will be working on a project with a financial company for the next few months. She wants to confirm a few important details before things get started.

Scenario: Lyubov, a consultant, will be working on a project with a financial company for the next few months. She wants to confirm a few important details before things get started.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Karina is a secretary in an HR department and is responsible for scheduling applicant interviews. She wants to provide Karl with a range of available times and have him confirm which one is best (to avoid many emails back and forth).

Scenario: Karina is a secretary in an HR department and is responsible for scheduling applicant interviews. She wants to provide Karl with a range of available times and have him confirm which one is best (to avoid many emails back and forth).

Scenario: Karina is a secretary in an HR department and is responsible for scheduling applicant interviews. She wants to provide Karl with a range of available times and have him confirm which one is best (to avoid many emails back and forth).

Scenario: Karina is a secretary in an HR department and is responsible for scheduling applicant interviews. She wants to provide Karl with a range of available times and have him confirm which one is best (to avoid many emails back and forth).

Scenario: Grace Young is the mother of middle-schooler Nectar. Nectar has an upcoming science fair project to create and has brought home the guidelines. Grace needs to confirm a few of the details to make sure she hasn't misunderstood.

Scenario: Grace Young is the mother of middle-schooler Nectar. Nectar has an upcoming science fair project to create and has brought home the guidelines. Grace needs to confirm a few of the details to make sure she hasn't misunderstood.

Scenario: Grace Young is the mother of middle-schooler Nectar. Nectar has an upcoming science fair project to create and has brought home the guidelines. Grace needs to confirm a few of the details to make sure she hasn't misunderstood.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Hugo is ready to apply for his Ph.D. in the sciences and needs to find out the steps for sending an application to his dream school, UW (University of Whatever). It's important that his request is not missed by the busy recipient.

Scenario: Hugo is ready to apply for his Ph.D. in the sciences and needs to find out the steps for sending an application to his dream school, UW (University of Whatever). It's important that his request is not missed by the busy recipient.

Scenario: Hugo is ready to apply for his Ph.D. in the sciences and needs to find out the steps for sending an application to his dream school, UW (University of Whatever). It's important that his request is not missed by the busy recipient.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Kelly, a design contractor at a company called Digical, is trying to get a few more details about the project she is about to begin. Cassandra will likely be able to give these details since she is in contact with the client company, Voov. Kelly decides to use bullet points, and also wants to leave the door open for additional information that Cassandra may want to include.

Scenario: Kelly, a design contractor at a company called Digical, is trying to get a few more details about the project she is about to begin. Cassandra will likely be able to give these details since she is in contact with the client company, Voov. Kelly decides to use bullet points, and also wants to leave the door open for additional information that Cassandra may want to include.

Scenario: Kelly, a design contractor at a company called Digical, is trying to get a few more details about the project she is about to begin. Cassandra will likely be able to give these details since she is in contact with the client company, Voov. Kelly decides to use bullet points, and also wants to leave the door open for additional information that Cassandra may want to include.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Sai wants Maria to give her an inventory document in the form of a PDF. She also wants her to know that it is actually at the request of someone else, Ingrid. She separates each piece of information so that nothing is missed, and keeps it as simple as possible.

Scenario: Sai wants Maria to give her an inventory document in the form of a PDF. She also wants her to know that it is actually at the request of someone else, Ingrid. She separates each piece of information so that nothing is missed, and keeps it as simple as possible.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Luke needs to find out, from the department of the Bursar at the university he's about the attend, how he can get the scholarship money that he has qualified for. The answer may require several steps and be somewhat detailed, so Luke provides as many details as he thinks the Bursar's office may need to answer his question.

Scenario: Luke needs to find out, from the department of the Bursar at the university he's about the attend, how he can get the scholarship money that he has qualified for. The answer may require several steps and be somewhat detailed, so Luke provides as many details as he thinks the Bursar's office may need to answer his question.

Scenario: Luke needs to find out, from the department of the Bursar at the university he's about the attend, how he can get the scholarship money that he has qualified for. The answer may require several steps and be somewhat detailed, so Luke provides as many details as he thinks the Bursar's office may need to answer his question.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Kendra is a dentist who wants to apply for a new position at a hospital. Her main purpose is to share her resume with the regional head of the Dental Department, but she also wants to include some details about her experience and skills. Doing so will increase the odds that Dr. Hurtz will open the attachment and look at her details.

Scenario: Kendra is a dentist who wants to apply for a new position at a hospital. Her main purpose is to share her resume with the regional head of the Dental Department, but she also wants to include some details about her experience and skills. Doing so will increase the odds that Dr. Hurtz will open the attachment and look at her details.

Scenario: Kendra is a dentist who wants to apply for a new position at a hospital. Her main purpose is to share her resume with the regional head of the Dental Department, but she also wants to include some details about her experience and skills. Doing so will increase the odds that Dr. Hurtz will open the attachment and look at her details.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

In a cover letter, you want to express why you are a good fit for the role, and why you are interested in the role. It can give a high-level overview of your experience, skills, and personality, which will then ideally give whoever is reading a reason to open your resume. Often, employers/recruiters/hiring managers will decide whether or not to open your resume based on the strength of the cover letter.

While there are many ways to write a cover letter, you generally want to say:

• What job you're applying for and how you found it (optional).

• Give a general statement about why you're applying followed by an eye-catching statement about your qualification for the role.

• Talk about your skills and/or value and why they are relevant to the position you're applying for (how they would be valuable to the company).

• Share a minimal overview of your work experience without being so detailed that it feels like a resume.

• (Optional) A statement about cultural/company fit, shared values, and/or a reference to something from your research (show you understand the company and aren't just copy/pasting cover letters).

• A final impactful statement to push the reader to action (to open the resume).

• (Optional) Mention you would like to have an interview/phone call/video chat.

In this lesson, we will look at the first part of our example cover letter, focusing on getting across the reason for sending the cover letter, and broadly, why you are a good fit for the position.

In this lesson, we will continue providing context and explanation for the key qualifications needed for the position, as well as attributes that suggest culture fit, and careful research of the company.

In this lesson, we will end the cover letter with a strong case for role fit, a broad reinforcement of qualifications, and a solid CTA.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Pablo wants to have Ben sign up for a survey platform so that she can start gathering feedback for a project he is working on. He needs Ben to follow a link and pay for the premium plan.

Scenario: Pablo wants to have Ben sign up for a survey platform so that she can start gathering feedback for a project he is working on. He needs Ben to follow a link and pay for the premium plan.

Scenario: Pablo wants to have Ben sign up for a survey platform so that she can start gathering feedback for a project he is working on. He needs Ben to follow a link and pay for the premium plan.

Scenario: Yolanda needs to let her team know that they should open the attachment and submit 'their part' of a slide deck by Friday. She wants to get her point across quickly. Since she is messaging a group of people, brevity is essential. Being concise limits misunderstandings.

Scenario: Yolanda needs to let her team know that they should open the attachment and submit 'their part' of a slide deck by Friday. She wants to get her point across quickly. Since she is messaging a group of people, brevity is essential. Being concise limits misunderstandings.

Scenario: Yolanda needs to let her team know that they should open the attachment and submit 'their part' of a slide deck by Friday. She wants to get her point across quickly. Since she is messaging a group of people, brevity is essential. Being concise limits misunderstandings.

Scenario: Kari, a customer service representative at an online pet food retailer, has received a complaint from a customer about the consistency of a certain dog food blend. She needs to let the customer know that there is no defect. In fact, the food is supposed to look the way it does.

Scenario: Kari, a customer service representative at an online pet food retailer, has received a complaint from a customer about the consistency of a certain dog food blend. She needs to let the customer know that there is no defect. In fact, the food is supposed to look the way it does.

Scenario: Kari, a customer service representative at an online pet food retailer, has received a complaint from a customer about the consistency of a certain dog food blend. She needs to let the customer know that there is no defect. In fact, the food is supposed to look the way it does.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Elene needs to apologize to a customer who has pointed out an incorrect amount charged on his/her card. In addition to this Elene will offer a discount for future purchases, as an apology.

Scenario: Elene needs to apologize to a customer who has pointed out an incorrect amount charged on his/her card. In addition to this Elene will offer a discount for future purchases, as an apology.

Scenario: Elene needs to apologize to a customer who has pointed out an incorrect amount charged on his/her card. In addition to this Elene will offer a discount for future purchases, as an apology.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Dixon is visiting Denver for a few days and would like to meet up with an old friend/acquaintance who lives there, or near there. He wants to let Brenda know that he is available, but ensure that she has ample room to say no.

Scenario: Dixon is visiting Denver for a few days and would like to meet up with an old friend/acquaintance who lives there, or near there. He wants to let Brenda know that he is available, but ensure that she has ample room to say no.

Scenario: Dixon is visiting Denver for a few days and would like to meet up with an old friend/acquaintance who lives there, or near there. He wants to let Brenda know that he is available, but ensure that she has ample room to say no.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

Scenario: Ryan wants to thank a professor from the university campus he visited last week for showing him around. This is not something professors do, and so he wants to recognize that he has been given special attention. It's polite to thank someone for going out of their way to do something for you.

Scenario: Ryan wants to thank a professor from the university campus he visited last week for showing him around. This is not something professors do, and so he wants to recognize that he has been given special attention. It's polite to thank someone for going out of their way to do something for you.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.

While we've looked at a more formal-style email to show appreciation, casual thank-yous are probably even more common. In this short lesson, we will explore what that kind of email might look like.

Scenario: Luke has received a question about pronunciation from a student and wants to drive the point home so that it makes an impact on the student.

Scenario: Luke has received a question about pronunciation from a student and wants to drive the point home so that it makes an impact on the student.

Scenario: Luke has received a question about pronunciation from a student and wants to drive the point home so that it makes an impact on the student.

Let’s do a quick overview of the main things to take away from this email. Your email challenge is to write a similar email that uses the same tone a style. Feel free to change the scenario and content.