Vocabulary for writing emails and text messages

Writing in English is no longer limited to books or essays. Most of the time, learners need English for everyday communication: emails for work or study, and text messages for friends, family, or colleagues. Each situation requires different vocabulary and style. This guide will help you learn the most common words and phrases, with practical examples, so you can write clearly and confidently.

Email and text vocabulary guide.

Formal vs. informal writing

The first thing to remember is that emails are usually more formal, while text messages are more casual. The vocabulary you use should match the situation.

  • Formal (emails): Dear Mr. Smith, I would like to request…

  • Informal (texts): Hey, are you free later?

Useful vocabulary for emails

1. Greetings and openings

  • Formal: Dear Sir/Madam, Dear Dr. Brown, To whom it may concern

  • Neutral: Hello Alex, Hi team

  • Polite openings: I hope this email finds you well. / I am writing to inform you…

Example:
Dear Ms. Taylor,
I hope this message finds you well. I am writing to ask about the meeting schedule for next week.

2. Making requests or giving information

  • Could you please…

  • I would like to request…

  • I am attaching…

  • Please find attached…

  • For your reference…

Example:
Could you please send me the updated report by Friday?

3. Closing and signing off

  • Formal: Yours sincerely, Yours faithfully, Best regards

  • Neutral: Kind regards, Regards

  • Polite closing phrases: Thank you for your time, Looking forward to your reply

Example:
Thank you for your assistance.
Best regards,
John Davis

Useful vocabulary for text messages

1. Greetings and openings

  • Hi! / Hey! / Hello!

  • Morning! / Evening!

  • What’s up?

Example:
Hey Sam, are you busy right now?

2. Everyday phrases

  • Let’s meet at…

  • Sounds good!

  • No worries / It’s okay

  • I’ll call you later

  • On my way / Be right back (BRB)

Example:
On my way! I’ll be there in 10 minutes.

3. Short forms and abbreviations

  • BTW (by the way)

  • LOL (laughing out loud)

  • ASAP (as soon as possible)

  • IDK (I don’t know)

  • FYI (for your information)

Example:
FYI, the class is canceled today.

4. Closings

  • See you / Talk soon

  • Take care

  • Thx (thanks) / TY (thank you)

Example:
Thanks for your help! Talk soon.

Tips to remember this vocabulary long term

  1. Practice in real situations – Write a short email to a teacher or friend once a week using these phrases.

  2. Keep a vocabulary notebook – Divide it into two parts: “Emails” and “Texts,” and write new words or phrases you learn.

  3. Notice real examples – Check your inbox or chat apps and see how people actually write. Copy useful expressions.

  4. Review regularly – Reuse the same phrases until they feel natural.

Writing emails and text messages in English does not need to be difficult. With the right vocabulary, you can sound polite in formal emails and natural in casual messages. Practice these words in your daily communication, and soon you’ll find yourself writing smoothly and confidently.

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