Lesson 1: Email Structure and Subject Lines

Why structure matters

A busy reader often opens an email on a phone, between meetings, and decides in a few seconds what to do with it. If they cannot see quickly what the email is about and what you need, your message waits, or it gets lost. A clear structure fixes this. Think of a work email like a delivery parcel: the subject line is the label on the box, and the body is packed in a fixed order so the reader always knows where to find each thing.

In this level you will learn the six standard parts of a work email, how to write a subject line that does its job, and how to choose a suitable greeting and sign-off.

Task 1: Learn the six parts of a work email

Put the body of every work email in this order:

1. Greeting: Dear Ms Patel, / Hi Tom,
2. Purpose: one sentence that says why you are writing. I'm writing about the training dates for November.
3. Details: the facts the reader needs: dates, numbers, names, attachments. Keep it short and use bullet points for lists.
4. Action needed: say exactly what you want the reader to do, and by when. Could you confirm your preferred date by Thursday 23 October?
5. Closing line: a short polite sentence. Thanks in advance. / Let me know if you have any questions.
6. Sign-off and name: Kind regards, followed by your name on a new line, and your signature block if you use one (job title, company, phone number).

DO: Put the purpose in the first or second line. Do not make the reader search for it.

Model phrases for the purpose line:

• I'm writing to ask about…
• I'm writing to let you know that…
• This is a quick update on…
• Please find attached… (when the main point is a file)

Task 2: Write a specific subject line

A good subject line answers two questions: What is this about? and Do I need to do anything?

Follow these steps:

1. Name the topic precisely. Use the project, document or event name.
2. Add the action, if there is one: approval needed, please review, for information.
3. Add the deadline, if there is one: by Fri 24 Oct.
4. Keep it short. Many people read email on a phone, where long subject lines are cut off. Put the most important words first.
5. Change the subject or start a new email when the topic changes. Do not reply to an old thread about something different.

Weak vs strong subject lines:

A useful pattern is Topic: action / deadline. Use words like urgent only when there is a real deadline or risk. If every email is urgent, none of them is.

Task 3: Choose a greeting

Choose the greeting from how well you know the reader and how formal the situation is:

• Dear + title + surname: Dear Ms Okafor, is for a first contact, senior people outside your company, or formal matters.
• Dear + first name: Dear Sam, is polite and safe when you know the name but are not sure how formal to be.
• Hi + first name: Hi Sam, is normal with colleagues and people you already work with.
• Dear Sir or Madam, is only for when you really do not know the name. Try to find the name first.

British and American note: British English usually writes titles without a full stop (Mr, Ms, Dr). American English adds a period (Mr., Ms., Dr.). Both are correct in their own variety. Choose one and use it consistently.

Task 4: Choose a sign-off

Common email sign-offs, from more formal to more relaxed:

• Kind regards / Best regards: safe, neutral and polite. A good default for almost any work email.
• Regards: neutral, and a little short.
• Best wishes: polite and slightly warmer.
• Best: short and friendly. Use it with people you know. It is very common in American workplaces.
• Thanks / Many thanks: good when you have just asked for something.

Letter-style sign-offs: In British usage, Yours sincerely goes with a named greeting (Dear Ms Okafor), and Yours faithfully goes with Dear Sir or Madam. Both are very formal and rare in everyday email. American English uses Sincerely for a named reader. Keep these for formal letters and formal complaints.

DO: Match the sign-off to the greeting. Dear Ms Okafor … Cheers! does not fit together.

Example: a complete email

Subject: Training room booking: please confirm by Wed 22 Oct

Hi Laura,

I'm writing about the room for next month's customer service training.

I have provisionally booked Room 3B for:

• Tuesday 4 November, 9:30–12:30
• 12 participants

Could you confirm by Wednesday 22 October that this date works for your team?

Thanks in advance.

Kind regards, Marta Nowak Training Coordinator

All six parts are there, in order, and the subject line shows the topic, the action and the deadline.

Practice task

Your manager, Mr Daniel Hughes, needs to approve your holiday request for 10–14 November. You need an answer by Friday 31 October.

1. Write a subject line using the pattern Topic: action / deadline.
2. Write the email using all six parts.
3. Check it against the checklist below.

Checklist

• The subject line names the topic and any action or deadline
• The greeting suits the reader
• The purpose is in the first or second line
• The details are short and easy to scan
• The action needed and the deadline are clear
• The sign-off matches the greeting
• My name (and signature block) is at the end

Key takeaways

• Use the six-part order: greeting, purpose, details, action needed, closing, sign-off.
• Write subject lines as Topic: action / deadline, put the key words first, and keep them short.
• Use Dear for formal or first contact, and Hi for colleagues you know.
• Kind regards is a safe default; Best is friendlier and suits people you know.
• Yours faithfully goes with Dear Sir or Madam; Yours sincerely goes with a name. Both are for formal letters.
• British English writes Ms; American English writes Ms.