Bigsun Udaan › Everyday skills guides › Writing a clear email
Everyday skills guides · Guide 2 of 6
Writing a clear email
Subject lines, short paragraphs and polite follow-ups.
Key ideas
- Subject line: say what the email is about in a few words. “Question about application — Anita Rao”.
- Greeting: “Dear Ms. Shah,” or “Hello Team,” depending on how well you know people.
- First line: state your purpose in one sentence.
- Body: short paragraphs or a few bullet points. One topic per paragraph.
- Request: say clearly what you need and by when.
- Closing: “Thank you,” then your full name and phone number.
- Check before you send: the right person, the attachment, spelling.
Example
Subject: Request for interview schedule — Anita Rao
Dear Mr. Kulkarni,
Thank you for shortlisting me for the accounts assistant role. Could you please share the interview date and time? I am available any weekday after 11 a.m.
Thank you,
Anita Rao
98xxxxxx00
Try it
Write an email asking a teacher or manager for feedback on a document you made. Keep it under 80 words and read it aloud before you send it.
Check yourself
1. Where should you state your purpose?
Say why you are writing in the first line so the reader understands quickly.
2. A good subject line is…
It says clearly what the email is about.
Original beginner learning material by Bigsun Technologies for the Bigsun Udaan initiative. It is a learning aid, not an accredited course or a guarantee of employment.