How to Write an Email in English for the Non-Native English Speakers

English is a recognized language that enhances effective communication globally by bridging up communication barriers of people from various linguistic backgrounds and origins.

However, not all the people are native English speakers and majority have to learn the language either online, in colleges or through school curriculums.

Non-native speakers may experience some challenges in speaking or even writing correct grammar.

Online communication specifically through email has become an inevitable means of conveying information of both formal and casual nature.

When conversing through email, you should make sure that the message relayed is easily understandable to the preferred recipients.

This article will give simple guidelines to non-native speakers on how they can write effective and grammatically correct emails.

Email Subject

The subject section is the first part when composing a new email and is very crucial since it forms the topic or summary of the email’s content.

The subject should be short, simple and specific.

The subject should be summarized using key words that will capture the entire content of the whole email.

Begin the Email with Salutations

Whether you are writing a formal or informal email, it is always important to start the email with greetings as an indication of courtesy.

Salutations can take various forms, with the most common being;

Dear Sir/Madam (For formal emails where you do not know the particular names of the recipients).

Dear (Use the person’s first name, where you are aware of the person’s name however, you should avoid writing names that you are not sure of the spelling or if it’s the correct name of the person to whom the email is being sent).

Dear (Use the preferred titles of the recipients for example, Mr. Mrs. Ms. Dr, Pr).

Lastly if you do not know the above details you can address the emails as ‘To whom it may concern.’

However, note that this may be considered as a rude way of salutation and it is always best to exhaust all other salutation options mentioned above.

Alternatively you can go ahead to call the persons known address to inquire into the person’s name to avoid using the phrase ‘To whom it may concern.’

Courtesy

I cannot stress enough on how important it is to be courteous.

The use of words such as ‘thank you’, ‘I am pleased to have heard from you,’ mostly in cases where you are replying to past emails are very important phrases.

These phrases are very important and form a good impression of you and make the recipient eager to read your email.

Be Specific and Clear

The first sentences of your email should reflect clearly on the intention of writing the email.

You should probably begin by saying, ‘I am writing to you because…..’ or ‘I am applying for the position of…..’ or ‘In regard to the previous email, I am writing to…..’

These phrases go a long way in helping the reader easily understand the intention of your email.

Most of the recipients have limited time to read lengthy introductions and therefore the beginning should be clear, concise and refer directly to the subject matter of the email.

Casual vs. Formal Emails

Your mode of expression largely depends on the kind of email that you are writing and the relationship you have with the recipient.

For casual emails use of slang or other grammatically incorrect phrases may be allowed.

However, when writing formal emails you cannot afford to use grammatically incorrect sentences as this will form a negative impression of you.

Closing Your Email

Just as there is a beginning format, the email should have an appropriate closing format.

There are many forms of ending the email depending on the type of email you are writing or your relationship with the recipient.

For casual emails you can end the email in any manner of your choosing but for formal emails you should consider phrases like, ‘Yours faithfully, yours sincerely or best regards.’

Review Your Email

Sending an email without proofreading is one of the most common mistakes that most people make.

You should read and check if there are any grammatical mistakes, punctuation mistakes, typing errors or correct word usage.

Most importantly you should read the email yet again to make sure that the message that you are trying to put out is coherent and easily understandable.

The flow of words should be consistent and there should be no sudden stops.

Ensure the email is straight to the point and do not dwell too much on emotions.

Keep the email subtle if it is business related or if you are seeking a job.

You can also ask someone to proofread your email so that you can get a second opinion on the email.