How to Write Informal Emails and Letters in English
Most of us grew up writing letters in school that began with “To the Principal” or “Respected Sir.” We spent years perfecting the art of requesting two days of sick leave or complaining to the Municipal Commissioner about the potholes in our colony. But when it’s time to write to a cousin in Canada or a former colleague in Bengaluru, we suddenly freeze. Out comes a sentence like, “I am writing to inform you that I shall be arriving at the station tomorrow.” If you say that to a friend, they might ask if you’ve been reading too many UPSC textbooks. Real-life English isn’t just about being correct; it’s about being appropriate for the relationship.
Formal vs. Informal: The Vocabulary Shift
The biggest mistake Indian learners make is using “big words” in casual settings. Informal English relies on shorter, punchier, Germanic-based words and phrasal verbs.
| Formal (Avoid with friends) | Informal (Use instead) |
|---|---|
| Assist / Aid | Help |
| Inform / Notify | Tell / Let you know |
| Request | Ask for |
| Purchase | Buy |
| Apologise | Say sorry |
| Receive | Get |
| Contact | Get in touch |
| Regarding | About |
❌ “I am writing to apologise for the delay in my response.”
✅ “Sorry it took me so long to get back to you!”
The IELTS General Task 1 Angle
If you are appearing for the IELTS General Training module, informal letters are a common prompt. The examiners are specifically looking for a consistent tone. If you start with “Hey Rahul” and end with “Yours faithfully,” you will lose points.
In an informal letter for IELTS or real life, you don’t need the recipient’s address at the top. Just start with a warm greeting.
The Opening
Skip the “Respected.” Use “Hi,” “Hey,” or just the name.
- Casual: “Hey Priya,” “Hi Ravi,”
- Warm: “Dearest Grandma,”
The Social Bridge
In Indian culture, we often ask about health and family first. In English, we call this the social bridge.
- “How have you been?”
- “Hope everything is going well in the new office!”
- “It’s been ages since we last caught up over chai.”
The Sign-off
Never use “Yours obediently” or “Yours sincerely.”
- Best: “Best,”
- Warm: “Take care,”
- Close friends: “Cheers,”
- Family: “Love,”
Real-Life Examples
Example 1: Catching up with a friend
Context: Ravi has moved to Delhi for a new IT job. You want to see how he’s doing.
Subject: Long time no see! / Checking in
Hi Ravi,
How’s life in Delhi treating you? I saw your photo on Instagram at a paratha stall in Chandni Chowk—it looked incredible! I hope you’re settling into the new flat and that the commute to the office isn’t too brutal.
It feels weird not having you around for our Friday night cricket discussions. The group chat has been pretty quiet lately.
Anyway, just wanted to check in and see how the new role is going. Give me a shout when you have some free time next weekend—I’d love to jump on a quick call and hear all about it.
Take care,
Arjun
Example 2: The Informal Invitation
Context: Priya is hosting a housewarming party in Bengaluru and wants to invite a former colleague she is close with.
Subject: Housewarming at my new place! 🏠
Hey Sneha,
I’ve finally finished unpacking! It took forever, but the new apartment is finally looking like a home.
I’m throwing a small housewarming party on Saturday, the 15th, and I’d love for you to come. It’ll just be a few close friends, some music, and way too much pizza. We’re starting around 7 PM.
It’s been way too long since our last lunch-break chat at the old office. I can’t wait to show you the view from the balcony—it’s the best part of the place!
Let me know if you can make it by Wednesday so I can sort out the food.
Cheers,
Priya
Example 3: Asking a Favour (The “Soft” Ask)
Context: You need to borrow a DSLR camera from a cousin for a weekend trip to Hampi.
Subject: Quick favour? / Trip to Hampi
Hi Rohan,
Hope you and the family are doing well! How’s the photography course coming along? I saw that portrait you posted of your dad—the lighting was spot on.
I’m actually heading to Hampi next weekend with a few friends. I was wondering if I could possibly borrow your Nikon for the trip? I promise to take extra care of it and keep it in the case the whole time.
No pressure at all if you’re using it or don’t feel comfortable lending it out—I totally understand!
Let me know what you think. Let’s grab some coffee soon regardless!
Best,
Sameer
The “Tone Trap”: Informal vs. Unprofessional
There is a thin line between being informal and being lazy. Even in a casual email, avoid:
- Text speak: Avoid “u,” “r,” “gr8,” or “tnx.” It looks messy. Use full words: “you,” “are,” “great,” “thanks.”
- Emoji overload: One or two emojis are fine for a friend. Using ten in a row makes the email hard to read.
- The stiff shift: Don’t start casual and then switch to editorial style.
❌ “Hey buddy, I was wondering if you could facilitate the acquisition of a laptop.”
✅ “Hey buddy, I was wondering if you could help me find a new laptop.”
Key Takeaways
- Contractions are your friend: Use don’t, can’t, I’m to sound natural.
- Focus on phrasal verbs: Instead of “investigate,” use “look into.”
- Match the closing: “Best” or “Cheers” works for almost any informal situation.
Final Thought
To write a great informal email, write the way you would speak to a friend over a cup of chai—simple, warm, and without the heavy “official” vocabulary of your school days. When in doubt, keep it short, friendly, and free of stiff phrases.