A1 B1 B2 C1 C2

Read the guide below, then write your own email using the task at the bottom. The guide's formulas are adaptable — swap in your own details.

A2 EMAIL WRITING GUIDE - Informal letter

THE 6 STEPS OF AN EMAIL STRUCTURE

An excellent email is never a single block of text. It is divided into 5 clear visual sections. Think of it like a puzzle:

  • Brainstorm
  • The Opening (El Saludo): A friendly, polite greeting to start your email.
  • The Reason for Writing (El Motivo): The exact sentence that explains why you are writing.
  • The Core Body (El Contenido): The practical details of your message (attire, directions, or what to bring).
  • The Closing & Action (El Cierre): A friendly final question or a request for a response.
  • The Sign-off (La Firma): A warm goodbye followed by your name.

SECTION 1: Brainstorming

Antes de empezar a escribir tu email, hay un paso secreto que marca la diferencia entre un texto confuso y uno brillante: el Brainstorming (lluvia de ideas).

Aquí tienes la guía paso a paso para dominar esta técnica, decidir qué ideas usar y cómo organizarlas perfectamente en tu email. Copia y pega este apartado directamente en tu documento:

THE BRAINSTORMING STAGE: THINK BEFORE YOU WRITE

Have you ever looked at a blank page and felt blocked? That is completely normal! The secret to writing a great email quickly is simple: never write and think at the same time.

First, you brainstorm. Then, you write.

WHAT IS BRAINSTORMING?

Brainstorming means throwing all your raw ideas onto a piece of paper without worrying about grammar, spelling, or perfect sentences. It is the process of generating "materials" so you can build your email easily later.

A: HOW TO DO IT (WHAT & HOW TO WRITE)

Take a separate piece of paper (your scrap paper) and spend exactly 2 minutes doing this:

  • Read your prompt or goal. What details do you need to include? (For example: an invitation, clothing, directions, and food).
  • Write down random words, verbs, and quick ideas in English.
  • Do not write full sentences yet. Just write keywords.

Example of a raw brainstorm for a party invitation:

  • Saturday 6pm
  • Garden / Outside
  • Cold at night? -> Jacket / coat
  • Jeans / T-shirt
  • Food: Pizza / hamburgers
  • Drinks: need soda!
  • House next to the cinema / bus 15
  • Bring board games? Yes

B: THE FILTER (WHAT TO KEEP & WHAT TO DISCARD)

Now you have a list of ideas, but you cannot use all of them. If you try to write everything, your email will be too long and confusing. You must filter your ideas using two golden rules:

Rule A: Keep the ideas that are easy to explain in English. If you don't know the word for a complex traditional dish, discard it. Keep "pizza" or "snacks".
Rule B: Keep only the ideas that directly answer your main topic. If you are inviting someone to a cinema, you don't need to explain what you had for breakfast.

Let's filter our example list:

  • Saturday 6pm -> KEEP (Essential information)
  • Garden / Outside -> KEEP (Explains the setting)
  • Cold at night? -> Jacket / coat -> KEEP (Great for the "Attire" detail)
  • Jeans / T-shirt -> DISCARD (Too many details. Mentioning "warm jacket" is enough)
  • Food: Pizza / hamburgers -> KEEP (Simple to write)
  • Drinks: need soda! -> KEEP (Easy request for the "What to bring" detail)
  • House next to the cinema / bus 15 -> KEEP (Simple direction)
  • Bring board games? -> DISCARD (Keep it simple, one request for soda is enough)

C: ORGANIZING YOUR IDEAS IN THE CORE BODY

Once you have your final selected ideas, it is time to arrange them. A messy email jumps from one topic to another. An organized email flows naturally.

Group your ideas into logical pairs. Do not write separate, short sentences. Instead, connect them using simple linking words: AND, BUT, BECAUSE, SO.

How to link your brainstormed ideas:

Idea 1 (Garden) + Idea 2 (Cold/Jacket)

Unconnected: The party is in the garden. It is cold. Wear a jacket. (Sounds unnatural).

Connected: The party is in the garden, so please wear a warm jacket because it gets cold at night. (Perfect flow!)

Idea 3 (Next to cinema) + Idea 4 (Bus 15)

Unconnected: My house is next to the cinema. Take bus 15.

Connected: My house is next to the cinema, and you can get here easily if you take bus 15.

Idea 5 (I buy pizza) + Idea 6 (Bring soda)

Unconnected: I will buy pizza. Bring soda.

Connected: I will buy the pizza, so you don't need to bring food, but could you bring some soda?

By filtering and organizing your ideas before you start, your writing will be clean, structured, and effortless!

SECTION 2: THE OPENING

Always start your email with a friendly greeting followed by a comma, and start a new line.

10 Adaptable Formulas for the Opening:

  • Hi [Name], (Universal and friendly)
  • Dear [Name], (Slightly more elegant, perfect for classmates or colleagues)
  • Hello [Name], (Clear, standard, and polite)
  • Hi there, (Great if you are writing to a close friend)
  • Dearest [Name], (Very warm, used for close friends or family)
  • Good morning [Name], (Excellent for daytime emails)
  • Good afternoon [Name], (Excellent for afternoon emails)
  • Hi everyone, (Use this if you are writing to a group of friends)
  • Hello my friend, (Friendly and close)
  • Greetings [Name], (Polite and professional)

SECTION 3: THE REASON FOR WRITING

Directly after your greeting, explain the purpose of your email. This tells the reader exactly what to expect.

10 Adaptable Formulas for the Reason for Writing:

  • I'm writing to invite you to [my party / a lunch / a meeting].
  • I'm writing because I want to reconnect with you after [such a long time / all these years].
  • I'm writing to tell you some great news about [my family / my work / my studies].
  • I'm writing to ask if you are free next [Saturday / weekend / month].
  • I wanted to write to you because I really miss you and want to [catch up / talk].
  • I'm writing to share a very special plan with you for [this Friday / my birthday].
  • The reason I'm writing is to see if you would like to [join us / come with me].
  • I'm sending this email because we are planning a surprise [party / dinner / gathering].
  • I just wanted to write and check how you have been [lately / these days].
  • I'm writing to let you know that I am finally organizing [a dinner / a housewarming party].

SECTION 4: THE CORE BODY

This is where you give the important details. Depending on your email, you might need to mention attire (what to wear), directions (how to get there), or contributions (what to bring).

10 Adaptable Formulas for Attire (What to wear):

  • Please wear casual clothes like [jeans and a T-shirt / a simple dress].
  • You should wear something comfortable because [we are going to walk / we will be outdoors].
  • It is a formal event, so please wear [smart clothes / a nice suit or dress].
  • You can wear whatever you want, the atmosphere is very [relaxed / informal].
  • Don't forget to bring a warm jacket because [it gets cold in the evening / it is an outdoor venue].
  • Please wear sports clothes and sneakers because [we are going to play active games].
  • We are going to take a lot of photos, so wear your favorite [outfit / summer clothes].
  • The party has a theme, so please wear something [colorful / white / funny].
  • You don't need to dress up, just wear something [simple / cozy].
  • Please wear shoes that are easy to walk in because [the garden has a lot of grass].

10 Adaptable Formulas for Directions (How to get there):

  • My house is very easy to find, it is next to [the central library / the big supermarket].
  • If you don't know the place, it is located opposite [the main train station / the park].
  • You can take bus number [10 / 45] and get off at [the green square].
  • When you arrive at the building, my apartment is on the [first floor / second floor].
  • The cafe is very near the town center, just behind [the old church].
  • If you are driving, you can easily park your car [on the street / in the private parking].
  • I will send you a map link on your phone so you don't [get lost].
  • It is only a five-minute walk from [the subway station / the bus stop].
  • If you get lost on your way, just [call me / send me a text message].
  • The entrance of the venue is right next to [the big wooden gate].

10 Adaptable Formulas for Contributions (What to bring):

  • You don't need to bring anything, just bring [yourself / your good energy]!
  • I am going to buy all the food and drinks, so you don't need to [bring anything to eat].
  • Could you please bring some [snacks / soda / desserts] for the party?
  • Please don't bring any gifts, your company is [the only present I need].
  • If you have time, could you bring your favorite [board game / music playlist]?
  • Everyone is bringing a small dish, so feel free to bring [some salad / your favorite food].
  • You can bring your camera if you want to [take some beautiful photos].
  • Please bring a swimsuit because [we have a pool / we are going to the beach].
  • Could you help me with the music and bring [a portable speaker]?
  • Don't worry about bringing anything, I have already prepared [everything we need].

SECTION 5: THE CLOSING & CALL TO ACTION

Before you finish, always write a short sentence asking the reader to respond, confirm, or simply to say that you look forward to seeing them.

10 Adaptable Formulas for the Closing:

  • Please let me know if you can [come / make it] by Friday.
  • I hope you can join us, we are going to have [so much fun]!
  • Write back soon and tell me if you are [free / available].
  • I can't wait to see you and [catch up / celebrate together]!
  • Let me know if this plan works for [you / your schedule].
  • I hope to see you there, it won't be the same without [you]!
  • Send me a message as soon as you [know if you can come].
  • Let's catch up soon, even if you can't [attend the event].
  • I look forward to your reply, have a [wonderful week]!
  • Let me know if you need any help with [the directions / transport].

SECTION 6: THE SIGN-OFF

End your email with a warm closing word, and write your name on a brand-new line.

10 Adaptable Formulas for the Sign-off:

  • Best,
  • All the best,
  • Love, (Perfect for close friends)
  • Best wishes,
  • Warm regards, (Polite and elegant)
  • Warmly,
  • See you soon,
  • Take care,
  • Cheers, (Very natural and modern)
  • With love,

EMAIL MODEL EXAMPLE

Here is how all these pieces fit together to create a perfect, natural email:

Subject: Let's reconnect!

Hi Alex,

(Reason) I'm writing because it's been a long time and I really want us to reconnect! I am organizing a small get-together at my place next Saturday at 7:00 PM.

(Attire) The event is very informal, so please wear casual and comfortable clothes. (Directions) My house is very easy to find; it is next to the big park on Oak Street. (Contributions) I will cook some dinner, so you don't need to bring any food, but could you bring some soda?

(Closing) I hope you can make it! Please let me know if you are free by Wednesday.

(Sign-off) Cheers,

Maria

Your Task

Your friend Sarah is expecting a baby in two months. You are organizing a baby shower for her and want to invite your friend Emma.

Write an email to Emma inviting her to the baby shower. Include:

  • When and where the baby shower is
  • What to wear (the baby shower has a theme — everyone wears pink or blue)
  • How to get there (directions to your house)
  • What to bring (a small gift for the baby, or something for the food table)

Use the 6-step structure from the guide (Opening, Reason for Writing, Core Body, Closing, Sign-off) to write your email.