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How to Write a Proper Email: A Step-by-Step Guide with Examples

Reading / Writing

Do you know how to write a proper email? If your answer is no, keep reading.

Writing a good email is an important skill. You may need to email your teacher, ask for help with homework, or send a message when you apply for a job in the future. If you know how to write emails well, it will help you in school and in life.

Many students think emails are like text messages, but they are not. Emails are more formal. They follow rules. A good email shows you are serious. A bad email might be ignored or not taken seriously.

Let’s learn how to write a proper email.

Why Email Skills Are Important

You may ask, “Why should I learn email if I already text?” Here’s why:

  • Emails stay longer. Texts may disappear. Emails stay in the inbox for months or even years.

  • Emails are formal. Teachers and adults expect proper language.

  • Emails help you write better. You learn to explain clearly. This helps in school and jobs.

The 5 Parts of a Good Email

A good email has 5 main parts, like the layers of a sandwich:

  1. Subject Line – What the email is about

  2. Greeting – How you say hello

  3. Body – Your main message

  4. Closing – How you say goodbye

  5. Your Name – So the person knows who you are

1. The Subject Line

This is like the title. It tells the person what your email is about. A good subject line is short and clear.

Good Examples:

  • “Question about Math Homework”

  • “Request to Meet After Class”

  • “Missing Class on Friday”

Bad Examples:

  • “Help”

  • “Hi”

  • “???????”

Tips:

  • Keep it short (under 50 characters).

  • Don’t write in ALL CAPITAL LETTERS.

  • Be specific.

2. The Greeting

Always start your email with a greeting.

Formal Examples:

  • Dear Mr. Patel

  • Dear Ms. Thomas

Less Formal Examples:

  • Hello Mrs. Singh

  • Hi Coach James

Never start without a greeting. It seems rude.

If the person might not remember you, introduce yourself:

“My name is Riya Sharma, and I’m in your Class 8B Science class.”

3. The Body (Main Message)

This is the most important part.

Tips:

  • Start with what you want. Be clear.

  • Use short, simple sentences.

  • Break your writing into small paragraphs.

  • Be polite. Use “please” and “thank you.”

Bad Example:

I need help with stuff.

Good Example:

I am writing to ask for help with the history homework. I did most of it, but I do not understand question 3. Could we please talk after class tomorrow?

4. Asking for Help Politely

Don’t be shy about asking for help. But do it politely.

Bad:

Can you help me??? I don’t get it!

Better:

Could you please explain question 4 from the worksheet? I’m having trouble with it.

Tips:

  • Ask clearly.

  • Give details (which class, which question).

  • Don’t apologize too much.

  • Suggest a solution if possible.

  • Always be polite.

5. Being Polite and Professional

Even if you’re writing to someone you know well, always be respectful.

Do:

  • Use full words like you, because.

  • Use correct punctuation and capital letters.

  • Use one exclamation mark at most.

Don’t:

  • Don’t write like a text: “plz help” or “i dunno”

  • Don’t use slang: “gonna”, “wanna”

  • Don’t be rude, even if you’re upset.

  • Don’t use sarcasm or jokes that may be misunderstood.

6. Ending the Email

Finish your email in a nice way.

Always say thank you.

Examples:

  • Thank you for your help.

  • Thank you for reading my email.

Use a closing:

  • Sincerely,

  • Best regards,

  • Thank you,

Always sign your full name.
You can also add your class to help the teacher remember you.

Example:

Thank you for your time.

Best regards,
Ayaan Mehta
Class 7A – English

7. Common Email Mistakes to Avoid

❌ No subject line
❌ Writing everything in small letters
❌ Sending emails when angry
❌ Using text message language
❌ Not checking for spelling or mistakes
❌ Sending attachments without asking
❌ Expecting an answer right away

✅ Wait 24 hours before following up

8. Practice Makes You Better

Writing good emails takes practice. Try emailing your teacher with a homework question. Keep it short and clear.

Before sending your email, ask:

  • Did I write a clear subject?

  • Did I use a greeting?

  • Is my message polite?

  • Did I sign my name?

Final Thoughts

Writing a good email is a helpful life skill. When you write clearly and politely, people will take you seriously and want to help you.

You don’t need to write a long email. Just keep it clear, kind, and to the point.

Start practicing now, and it will help you in school, college, and in your future job.

Read more:

Manoj Sharma is an English teacher and soft skills trainer with more than 10 years of experience in teaching students of different age groups and levels. He specializes in spoken English, vocabulary building, grammar, phrasal verbs, and daily-use English.

Through his website Love You English, he helps learners speak English confidently using simple explanations, real-life examples, and easy learning techniques. His goal is to make English learning practical, enjoyable, and stress-free for students, job seekers, and professionals.