How to Write Your Emails

Email is a quick and easy way to keep in touch with friends. Whatever you want to write, here are some basic guidelines that will help you. If you write an email to someone you haven’t seen in a while, you should apologize for not contacting him in a long time and update him on the current situation. You are also free to include images and emojis to make your emails more interesting, and don’t forget to proofread them before you send them out.

Table of Contents

Start with your email

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Find his email address. Before you start, you need to make sure you have his correct email address. If you’ve sent an email before, you can find it in your contacts. Or you can also ask from another friend.

Type his email address in the “To” field.

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Choose a subject that summarizes the content of your email. The subject field is located directly below the “To” field and is named “Subject”. Summarize the email in a few words so that recipients know what to expect from this email. ^{[1] X Research Source}

If you’re just writing to say hello, your subject could be as simple as “Hi!”
If you’re writing an email to invite him to your birthday party, you can use the subject “Birthday Invitation” for your email.

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Start with a greeting. Start your email with a greeting, followed by the recipient’s name and ending with a comma. Since this is an email for a friend, you can use a more relaxed spelling, such as “hello”, “hey”, or “hello”. ^{[2] X Research Source}

For example, “Hello An,” is a basic greeting.

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Ask them. One line apart, then write a question asking “How are you doing these days?” or write something like “Hope everything is okay”. It shows you care about them.

Write the body of the email

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Tell them why you are writing this email. Maybe you want to ask how their vacation was or how they’re doing after being sick. Either way, you should start your email by stating your purpose for writing. ^{[3] X Research Sources}

For example: “I heard you have a cold? I’m worried and want to know how you’re doing.”

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State what you want to say in several paragraphs. Once you’re done with your opening, it’s time to focus on what you want to tell them. Break the content into paragraphs of 3 to 4 sentences long to make the email easier to read.

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Avoid capitalizing entire paragraphs or sentences as much as possible. In many cases, you want to capitalize the whole thing to show your excitement. However, it can feel like you’re screaming. Instead, use asterisks or bold bold to highlight important sections. ^{[4] X Research Sources}

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Ask questions from time to time. Ask questions related to what you are saying. It shows you care about what they think. ^{[5] X Research Sources}

If you’re talking about your trip to the beach, you can add a question like, “Have you been to the beach this summer? If not, then go.”

Write to a friend you haven’t seen for a long time

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Sorry for long time no contact. Losing contact is normal, but you should still apologize to get off to a good start. ^{[6] X Research Sources}

You might say, “We haven’t talked in a while. Sorry, I’ve been busy lately.”

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Update yours and inquire about theirs. Because we haven’t talked for a long time, you probably missed a lot. Tell him about all the interesting developments in your life and ask him if there’s anything new with them. ^{[7] X Research Sources}

You could say, “Since the last time we met, I’ve started dating. Everything is great. Are you starting with anyone?”

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Talk about common interests. Take some time to talk about things you both love. If you are a football fan, you can use a few lines to report the most recent match of your favorite team. And don’t forget to ask for their opinion! ^{[8] X Research Sources}

For example: “Last week was crazy! How do you see the last fruit?”.

End email

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Experiment with a variety of fonts and colors. Explore the format bar to experiment with different options: it’s a line with multiple icons located at the top or bottom of the window.

If you are writing about a serious topic, you should use a basic font with black text. ^{[10] X Research Source}
If he uses another email server, some fonts may not be displayed. Usually Arial, Times, Verdana, Trebuchet and Geneva are safe choices. ^{[11] X Research Source}
Try not to overdo it with fonts and colors to make the email easy to read.

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Add emojis if appropriate. If you’re writing an email to chat comfortably with your best friend, occasionally using a cute emoji can make your email extremely friendly. However, if you’re writing an email about a more serious subject, don’t use emojis, as it makes your email seem too casual.

Be careful, don’t use too many emoticons: it can distract the reader.

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Closing by sending them wishes. Send him your best wishes, let him know that you look forward to hearing back and seeing them soon. ^{[12] X Research Source}

You could say, “Hope you have a great week. Looking forward to hearing from you!”

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End the email and sign it. End the email with a final greeting like “dear”, “see you soon” or “love you”. Next, leave out a few lines and type your name. ^{[13] X Research Source}

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Attach pictures if desired. Click on the “insert photo” button: this button usually looks like a camera icon or image. It’s next to the other formatting buttons. You can now select an image from your computer to upload. ^{[14] X Research Source}

If you’re writing an email to tell him about your new puppy, you can include a picture of him!
Try to attach only a few sheets. When you attach too many, your email may be sent to spam. ^{[15] X Research Source}

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Read, check email again. When you’re done, re-read it once or twice for spelling and grammar mistakes. An error-free letter is easier to read. If you’re a child, you can have a trusted adult check it out for you. ^{[16] X Research Source}

Check again to make sure his email address is correct.

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Click send. When the email is ready to be sent, click the “send” button located at the bottom of the email. Everything is done!

Advice

The style and format of the email should be appropriate for your relationship.
Add postscript (PS) if something is omitted. PS is added below your signature.
You can find many sites that allow you to sign up for a free email account. You can try some famous free email websites like Hotmail, Gmail or Yahoo! Mail.

Warning

Don’t go overboard with decorating your email. Using too many colors, fonts, or emojis can make emails difficult to read.

Steps