Sample of Informal Email

Source mappingmemories.ca Informal emails are an essential part of the business communication landscape, and they can be used to build relationships, share information, and foster collaboration. Email has become one of the most important business tools, a well-written email can make a strong impression, and an informal email is no exception. Emails are more informal than formal letters, and they are typically used for short, casual communication.

Structure of an Informal Email

Informal emails are typically used to communicate with friends, family, or colleagues in a casual and friendly manner. While the format of an informal email is more flexible than that of a formal email, there are still some basic elements that should be included:

• Salutation: Start your email with a greeting, such as “Hi” or “Hello” followed by the recipient’s name.
• Body: This is the main part of your email, where you convey your message. Keep your language casual and conversational, using contractions and informal phrases.
• Closing: End your email with a closing phrase, such as “Best regards” or “Thanks.” You can also include your name if you wish.

In addition to these basic elements, you may also want to include the following:

• Subject line: This is a brief description of the topic of your email. It should be clear and concise, so that the recipient can easily see what your email is about.
• Attachments: If you are attaching any files to your email, be sure to mention them in the body of the email and give the recipient clear instructions on how to open and view the attachments.

Here is an example of an informal email:

Element	Example
Salutation	Hi John,
Body	I hope this email finds you well. I’m writing to you today to ask if you’re interested in joining me for a coffee next week. I’m free on Tuesday and Wednesday afternoons.
Closing	Let me know if either of those times works for you. Thanks!
Name	Jane

Informal Email Examples

To Congratulate a Colleague

Hi [Colleague’s name],

Congratulations on your recent promotion! I’m so excited for you and your well-deserved recognition. I’ve always admired your hard work and dedication, and I know you’ll succeed in your new role. Best wishes on your journey ahead.

To Thank a Team Member

Hey [Team member’s name],

Just wanted to drop you a quick note to express my sincere gratitude for your contributions to our last project. Your efforts were invaluable, and your teamwork made a huge difference. I really appreciate your positive attitude and willingness to go the extra mile. Cheers to your future successes!

To Request Assistance

Hi [Recipient’s name],

I hope you’re having a great day. I’m reaching out to ask for a small favor. I’m currently working on a project and could really use your expertise in [area of assistance].

• Could you spare a few minutes to hop on a call and share your insights?
• Or perhaps you could send me some relevant resources that you’ve found helpful?

Your assistance would be greatly appreciated. Let me know if you’re available to help.

To Schedule a Meeting

Hi [Recipient’s name],

I’m hoping to schedule a brief meeting with you to discuss our upcoming [topic of discussion].

Would you be available for a 30-minute slot on [date] at [time]? If not, please let me know what times work best for you.

Thanks in advance!

To Follow Up on a Request

Hi [Recipient’s name],

I’m writing to follow up on my previous email regarding [subject of request].

I understand that you’re busy, so I wanted to check in and see if you’ve had a chance to review my request. If you have any questions or require additional information, please don’t hesitate to ask.

Thank you for your time and attention.

To Welcome a New Hire

Hi [New hire’s name],

Welcome aboard! We’re so excited to have you join our team.

I’m sure you have a lot of questions, and we’re here to help. Please don’t hesitate to reach out if you need anything at all.

We’re looking forward to working with you and making your experience here a positive one.

To Say Goodbye to a Departing Colleague

Dear [Colleague’s name],

We’re sad to see you go, but we want to thank you for everything you’ve contributed to our team.

Your hard work, dedication, and positive attitude have made a real difference. We wish you all the best in your future endeavors.

We’ll miss you!

Sample of Informal Email

An informal email is a message sent to someone you know well, such as a friend, family member, or colleague. It is typically written in a casual and conversational tone, and may include personal details or updates.

Characteristics:

• Use of informal language and contractions (e.g., “hey,” “thanks,” “you’re”)
• Personal tone and friendly greetings (e.g., “Hi,” “Dear friend”)
• Inclusion of personal details or updates (e.g., “How are you?” “I’m doing well.”)
• Lack of formal formatting (e.g., no salutation or closing)

Purpose:

Informal emails are typically used for:

• Keeping in touch with friends and family
• Exchanging quick updates or information with colleagues
• Sharing personal thoughts or experiences
• Making social plans or arranging meetings

Appropriate Situations for an Informal Email

Informal emails are appropriate when you have a close relationship with the recipient and the message is not of a formal or sensitive nature. Some examples of appropriate situations include:

To a friend:

• To ask about their well-being or share an update on your own life
• To invite them to a social event or make plans for a future meeting
• To express your gratitude or support

To a family member:

• To stay connected and share family news
• To plan a family gathering or event
• To provide emotional support or encouragement

To a colleague:

• To ask a quick question or provide an update on a project
• To share a non-sensitive document or resource
• To offer a friendly greeting or express appreciation

When to Avoid an Informal Email

While informal emails are suitable for many situations, there are times when they should be avoided. These include:

When the message is formal or sensitive:

For messages that require a formal tone or contain sensitive information, it is always best to use a formal email format. This ensures that the message is taken seriously and treated confidentially.

When the recipient is not familiar with you:

When sending an email to someone you do not know well, it is important to maintain a professional tone. Using informal language or personal details could make the recipient uncomfortable or confused.

When the message is for a large audience:

If you are sending an email to a group of people, it is best to use a formal format to ensure that the message is clear and professional.

Thanks for taking the time to read my post on informal emails. I hope you found it helpful! If you have any questions, please don’t hesitate to leave a comment below. And be sure to check back later for more tips and advice on writing great emails.