Functional Skills English – Tips for Writing Emails

Writing emails is an important skill for Functional Skills English, whether for work, study, or personal communication. Here are some practical tips to help you write clear, professional, and effective emails.

1. Start with a Clear Subject Line

• Make the subject line short and relevant, e.g. ‘Meeting on Tuesday’ or ‘Question About Assignment’.

• Avoid vague subjects like ‘Hello’ or ‘Important’.

2. Use an Appropriate Greeting

• For formal emails, use ‘Dear Mr Smith’ or ‘Dear Ms Johnson’.

• For informal emails, ‘Hi Jane’ or ‘Hello Tom’ is fine.

• Avoid overly casual greetings like ‘Hey’ in formal emails.

3. Structure Your Email Clearly

• Introduction – explain why you are writing in one or two sentences.

• Main Body – give details or information clearly and logically.

• Conclusion – finish with what you want the reader to do or a polite closing.

• Use short paragraphs to make your email easy to read.

4. Keep Your Language Clear and Polite

• Use simple, direct language – don’t overcomplicate sentences.

• Be polite and professional, e.g. ‘Could you please…’ or ‘I would be grateful if…’.

• Avoid slang, abbreviations, or emojis in formal emails.

5. Check Your Tone

• Make sure your email sounds polite and respectful.

• Re-read to ensure it doesn’t sound too bossy or abrupt.

6. End with an Appropriate Closing

• Formal endings: ‘Yours sincerely’, ‘Yours faithfully’, or ‘Kind regards’.

• Informal endings: ‘Best wishes’ or ‘Thanks’.

• Always include your name at the end.

7. Proofread Before Sending

• Check spelling, grammar, and punctuation.

• Make sure names, dates, and times are correct.

• Reading your email aloud can help spot errors or unclear sentences.

8. Practice Regularly

• Write emails for different situations, e.g. requesting information, making a complaint, or sending an update.

• Ask a tutor, friend, or family member to give feedback.

• Try timing yourself to improve efficiency and clarity.