Why Email Writing Is a Critical English Skill
Whether you're applying for a job, communicating with an international client, or contacting a university abroad, professional email writing is one of the most practical English skills you can develop. A well-written email creates a strong first impression; a poorly written one can cost you an opportunity.
This guide walks you through the standard structure of a professional email, provides ready-to-use phrases, and highlights the most common errors Vietnamese learners make.
The Standard Structure of a Professional Email
- Subject line – Clear and specific
- Salutation / Greeting – How you address the recipient
- Opening line – State your purpose immediately
- Main body – Provide details, requests, or information
- Closing line – What you'd like to happen next
- Sign-off – Formal goodbye + your name
A Sample Professional Email
Subject: Request for Meeting – Project Update
Dear Ms. Johnson,
I hope this email finds you well. I am writing to request a brief meeting to discuss the progress of the Q2 marketing project.
I have prepared a summary of our current results and would like your feedback before we finalise the report. Would you be available for a 30-minute call sometime this week?
Please let me know a time that suits you. I look forward to hearing from you.
Best regards,
Nguyen Thi Lan
Marketing Executive, ABC Company
Essential Phrases for Every Part of an Email
Greetings
- Dear Mr./Ms. [Last Name], — formal, when you know the name
- Dear Sir/Madam, — formal, when you don't know the name
- Hello [First Name], — semi-formal, for colleagues you know
Opening Lines (State Your Purpose)
- I am writing to enquire about…
- I am writing in response to your email dated…
- I would like to apply for the position of…
- I hope this message finds you well.
Making Requests Politely
- Could you please…
- I would appreciate it if you could…
- Would it be possible to…
- Please let me know if…
Closing Lines
- I look forward to hearing from you.
- Thank you for your time and consideration.
- Please do not hesitate to contact me if you have any questions.
Sign-offs
| Sign-off | Level of Formality |
|---|---|
| Yours sincerely, | Very formal (know the name) |
| Yours faithfully, | Very formal (don't know the name) |
| Best regards, | Professional, widely used |
| Kind regards, | Warm but professional |
| Best, | Semi-formal, for known colleagues |
Common Mistakes Vietnamese Learners Make in Emails
- Being too direct: Vietnamese communication can be very direct, but in English professional emails, softening requests with could, would, and please is important.
- Using informal language in formal emails: Avoid Hi guys, Thanks a lot, or ASAP in formal contexts.
- Long, unclear subject lines: Keep subject lines short — under 10 words — and specific.
- Forgetting to proofread: Always re-read your email for spelling and grammar errors before sending.
- No clear call to action: End your email by clearly stating what you need the other person to do.
Quick Checklist Before You Send
- ☐ Is the subject line clear and specific?
- ☐ Have I used the correct salutation?
- ☐ Is my purpose stated in the first paragraph?
- ☐ Have I been polite and professional throughout?
- ☐ Does the email have a clear closing request?
- ☐ Have I checked spelling and grammar?