STANAG 6001 Writing Course

How to Write an Informal Email

Structure, Phrases, and Tense Reference

Sample Email: Giving News to a Friend

From: Judy

Subject: Quick update from me

Hi Peter,

It’s been a while! How are you doing? Thanks for your last email. Sorry I didn’t reply sooner but I’ve been very busy. I thought I’d drop you a line to tell you what’s been going on.

Things are going well for me. Work is the same as usual. I’ve been doing a lot of overtime and saving money, so hopefully I’ll be able to afford my own place this time next year. I’ve also been trying to get fit — I’ve been jogging twice a week and I’ve joined a gym. I’ve lost a few kilos already so I’m quite pleased! By the way, I went to London to visit my mum last week, and guess who I ran into? Dan and Susan! We went out to catch up. Dan’s got a new job in a lab doing research and he loves it. Isn’t that great?

What about you? How are you getting on in your new job in Spain? I hope you’ve found a nice place to live and met some interesting people. How are you finding the people there? I must go now. I have to catch a train. Please get in touch and tell me all about Italy.

Love,

Judy

Parts of an Informal Email

Greeting (Opening)

Start with an informal greeting: Hi Mary! Hello John,, or Dear Judy,

Paragraph 1: Opening Statement

Ask how they are: “How are you doing?” / “How have you been?”
Thank them or apologize: “Thanks for your last email” / “Sorry I didn’t reply sooner”
Say why you’re writing: “I thought I’d drop you a line to tell you what’s been going on”

Paragraph 2: Your News (Main)

Say how you are: “Things are going well” / “I’ve been doing great”
Share your news: Use questions and exclamations to be interesting: “Guess who I ran into?” / “Isn’t that great?”
Use present perfect: “I’ve joined a gym” / “I’ve been jogging twice a week”

Paragraph 3: Closing Statement

Ask about them: “What about you?” / “How are you getting on in your new job?”
Show interest: “How are you finding the language?” / “Let me know all about it”
Mention why you have to stop: “I must go now” / “I have to catch a train”

Sign-off (Closing)

Formal: Kind regards
Casual: Best / All the best / Talk soon / Cheers
Close friend/family: Love / Hugs Always write your name under the sign-off!

Verb Tenses for Informal Emails: Present Perfect

Present Perfect Simple (have/has + past participle)

Use for recent events that happened at an unspecified time. Common in informal emails because you’re sharing news.

I’ve joined a gym. She hasn’t been well. Have you found a job yet? I’ve lost a few kilos.

Present Perfect Continuous (have/has + been + verb-ing)

Use for actions that started in the past and continue to now. Good for describing what you’ve been doing over time.

I’ve been jogging twice a week. I’ve been doing a lot of overtime. She’s been feeling tired. What have you been doing?

⚠️ Important: Use past simple (not present perfect) when you mention a specific time:

I went to Exeter last week. We went out to dinner last month. I started my job three months ago.

Useful Phrases for Each Section

Asking How They Are	How are you doing? / How have you been? / How are you getting on?
Thanking / Apologizing	Thanks for your last email / Sorry I didn’t reply sooner / It’s been a while
Giving News	You’ll never guess… / Isn’t that great? / I’ve been… / Things are going well
Asking About Them	What about you? / How are you finding…? / Let me know… / Get in touch
Closing Remarks	I must go now / I have to… / Looking forward to hearing from you / Talk soon

Informal Email Reference | Next: Writing Assignment