Writing an Informal Email – 5 Tips for Casual Communication

Ever stared blankly at your screen, wondering how to start that email to an old college buddy?

Or maybe you’ve typed and retyped a message to your neighbor about that lost (and found) garden gnome?

Welcome to the wonderful world of informal emails – where it’s chill, but oh-so-easy to overthink.

Let’s spill the beans on crafting the perfect casual email, without breaking a virtual sweat or using too many emojis.

Ready to slide into those inboxes with style? Let’s dive in!

What is an Informal Email?

You might be wondering about the buzz around informal emails. Well, let me fill you in! An informal email is like having a casual chat with a friend, but in written form. Unlike its formal counterpart, the informal email format is laid-back and relaxed.

Picture swapping stories with buddies or sharing that hilarious cat video link. Informal email examples often have friendly greetings, personal anecdotes, and even the occasional emoji.

It’s the go-to when you’re reaching out to pals, family, or anyone you have a close bond with. So, if you’re ever in the mood for a light, breezy chat over email, the informal email route is the way to go!

Key Differences Between Formal and Informal Emails

Formal emails are like your well-tailored suit, ideal for professional settings and official communications. They follow a specific structure, often start with a “Dear Mr./Mrs.” and end with “Sincerely” or “Regards.”

On the other hand, the informal email format is that comfy hoodie you wear on a laid-back day. Casual, relaxed, and often filled with personal anecdotes. Instead of rigid guidelines, informal emails embrace friendly greetings and might even toss in an emoji or two.

It’s all about the vibe! So, when you’re debating whether to go formal or casual in your email, remember it’s all about matching the tone to the situation. Happy emailing!

Formal Email vs Informal Email
Formal Email vs Informal Email

The Anatomy of an Informal Email Format: Key Elements

Let’s explore a more comprehensive breakdown of the anatomy of an informal email format and its key elements:

Engaging Subject Line

The subject line is the handshake of your email, establishing the first connection. In informal emails, this isn’t just about informing—it’s about enticing. A clever or heartwarming subject line can create excitement or nostalgia.

For example, “Guess who adopted a puppy!” immediately promises a fun and lighthearted email content.

Friendly Greetings

This sets the mood. Think of it as the moment when you smile and greet a friend. The greeting helps to bridge the digital gap and creates a sense of closeness right from the start.

While “Hey there!” is casual and cheerful, something like “Hello from rainy Seattle!” can immediately give a sense of place and setting.

Informal email structure
Informal email structure

Personal Touch

This is where you make the email truly yours. It’s not just about conveying information; it’s about sharing a part of your life.

Recalling shared moments (“Remember that time we got lost in the city?”) or updating them on personal tidbits (“I’ve taken up salsa dancing!”) ensures the email feels more like a chat and less like a monologue.

Casual Language

Language is the vehicle of your thoughts. In informal emails, the ride should be smooth and enjoyable. Ditch the formalities and opt for conversational words. Phrases like “I reckon,” “Guess what,” or “You won’t believe this” make the reader feel like they’re in a face-to-face catch-up session.

Emojis & GIFs

These are the sprinkles on the digital communication cake. They’re a fun way to express emotions that words might not capture entirely. A facepalm 🤦 or a dancing figure 💃 can add humor, excitement, or emphasis. However, they should complement the content, not overpower it.

Clear Structure

While you’re going casual, clarity still counts. Organizing your thoughts ensures the reader can follow along effortlessly. Start with a greeting, get to the meat of the message, and then conclude. This flow ensures that even if your email is informal, it’s still effective.

Attachments or Links

Sharing is caring, especially when it comes to cool articles, fun videos, or memorable photos. But clarity is key. Instead of sending a link as “Check this out!”, renaming it to “The hilarious cat video I mentioned!” gives context and builds anticipation.

Easy-Breezy Sign-offs

How you wrap up your email is just as important as how you start it. It’s the last taste you leave in the reader’s mouth. While “Cheers” can be universally friendly, personalized sign-offs like “Stay sunny!” or “Keep rocking!” add a unique flavor.


Your sign-off signature might seem like a small detail, but it’s the cherry on top. In the realm of informal emails, this can be a space for creativity. Beyond just your name, consider adding a quirky title or a hobby tag, like “John – Aspiring Guitar Hero” or “Lily, Cookie Monster.”

Parts of the informal email
Parts of the informal email

5 Tips for Writing an Informal Email

Here are five indispensable tips for casual communication:

Use Natural Phrasing

Authenticity is the heartbeat of informal emails. Picture yourself in a relaxed setting with your friend, maybe at your favorite cafe or park. Channel that atmosphere into your writing.

Using genuine, straightforward phrases and natural expressions will make your email feel like a warm, friendly chat. Leave the business jargon at the door and let your true voice shine through.

Add Contextual Attachments or Links

Imagine handing over a mysterious wrapped box to a friend without any context. A little confusing, right?

Similarly, when you’re sharing a meme, video, or article link in your email, provide a brief description or a reason for sharing. “This hilarious cat meme made my day!” or “This article on gardening tips immediately reminded me of our plant-talk last week.”

By doing so, you’re ensuring the recipient knows exactly what to expect and looks forward to clicking on it.

Opt for Relaxed Graphics

An image can speak a thousand words, especially in an informal email. Throw in casual images, whether they’re candid snapshots from your latest trip or a doodle you made during a boring meeting.

Such graphics not only make your email visually delightful but also add a personal touch, making the reader feel more connected to you and the content of your message.

Stay Relevant with Content

Your recipient’s time is valuable, even in the world of informal emails. Ensure that the core content of your email is relevant to them. If you both recently discussed a mutual love for indie music, updating them about a new band or album you discovered could be a great touch.

Always aim for content that builds upon shared interests or experiences, ensuring your email is engaging and appreciated.

Conclude with Personality

How you end an informal email can leave a lasting impression. Move beyond the standard sign-offs and inject some personality. If you both love rock music, something like “Rock on!” could be a perfect sign-off.

Or if you often discuss movies, “Till our next cinematic adventure” could be a unique way to wrap up. This final touch reinforces the informal, personal nature of the email, ensuring it concludes on a memorable note.

Real-life Informal Email Examples

Diving into the realm of emails can often feel like a dance between formal steps and casual freestyle moves. Fret not! We’re about to explore real-life informal email examples, complete with templates to guide your groove.

Picture crafting emails that resonate like a catchy tune or a warm embrace. With the right tools, you’ll be ready to nail every note and rhythm. Let’s hit the dance floor of casual communication!

Reconnecting with an Old Friend

Imagine bumping into your college roommate on a social media platform. Your informal email might start with a friendly greeting like “Hey there!” Followed by sharing some snippets from your life and asking about theirs.

Casual language, a touch of nostalgia, and a sprinkle of humor would set the tone. You’d probably conclude with a cheerful sign-off, maybe a “Catch you soon!”

Here’s an email template:

Subject: Long Time, No See!

Hey [Friend’s Name],

Hope life’s treating you well! It’s been ages since our college days. Just stumbled upon some old photos and thought of you. I’ve recently moved to [City] and started a new hobby – [Hobby, e.g., “painting”].

How have you been? Would love to catch up.

Catch you soon!
[Your Name]

Sample email reconnecting with an old friend
Sample email reconnecting with an old friend

Sharing a Fun Update

Picture this: You’ve just adopted an adorable puppy. You’re bursting with excitement and want to share the news with your cousin who’s a dog lover. Your email would probably have an engaging subject line like “New furry family member alert!”

The content would be filled with your joy, a couple of cute anecdotes, maybe even a picture attachment of your pup. And of course, emojis and GIFs would likely make an appearance to amplify the excitement.

Here’s an email template:

Subject: Meet My New Furry Buddy!

Hello [Cousin’s Name],

Guess what? I’ve taken the plunge and adopted a puppy! His/Her name’s [Puppy’s Name]. I’m already wrapped around those tiny paws.

Attached a pic for you to see. I recall you mentioning some dog training tips. Share away when you can!

Stay pawesome,
[Your Name]

Casual Work Check-in

Work emails don’t always need to be formal. Let’s say you and a colleague are working on a project and have developed a friendly rapport. An informal email to check in might start with an informal greetings email, something like “Hi [Name], hope you’re doing well!”

You’d then touch on the project, perhaps sharing a light-hearted comment about a recent development. An easy-breezy sign-off would be the cherry on top.

Here’s an email template:

Subject: Quick Project Update and Hello!

Hi [Colleague’s Name],

Hope your day’s going well. Just wanted to touch base about [Project Name]. All’s on track from my end.

By the way, loved your input during our last meeting – made things clearer. Let’s sync up soon!

Cheers to teamwork,
[Your Name]

Sending a Recommendation

Remember the time when you and your neighbor discussed that new bakery in town? After visiting, you decide to give them a heads-up. Your email might have an engaging subject line such as “That bakery is a game changer!” Followed by your experience, and maybe even a friendly email example of what to order.

You’d wrap up with a personal touch, perhaps referencing a past shared meal or experience.

Here’s an email template:

Subject: About That Bakery Chat…

Hey [Neighbor’s Name],

I finally tried [Bakery Name]! You were spot on; it’s delightful. Highly recommend the [Specific Item, e.g., “chocolate croissants”]. Took me right back to our Paris trip chat. If you head there, let me know your thoughts.

Happy munching,
[Your Name]

Common Mistakes to Avoid in Informal Emails

Navigating the waters of informal emails can be tricky! Even in the world of casual communication, some missteps could land you in the realm of email faux pas. Let’s ensure you sidestep these pitfalls:

With these points in mind, you’re all set to craft informal emails that hit the right note every time. Whether you’re reconnecting with an old friend or sharing fun updates, keep it genuine, and you’re golden.

Common mistakes when writing emails
Common mistakes when writing emails

Frequently Asked Questions on Writing Informal Emails

Ah, the world of informal emails – it’s full of quirks, isn’t it? I bet you’ve come across moments where you’re staring at the screen, pondering over how to hit just the right tone. Let’s delve into some frequently asked questions that might resonate with you:

Is it okay to use slang in informal emails?

Slang is like the seasoning in your favorite dish: sprinkle in just the right amount, and it’s delightful. However, too much and it overpowers the entire meal. When penning an informal email, it’s entirely acceptable to add a dash of slang, especially if it’s something you and the recipient commonly use in conversations.

But, be cautious. Not everyone might be familiar with the latest internet slang, and you wouldn’t want to leave anyone scratching their head. So, know your audience and adjust the slang-meter accordingly.

How do I differentiate between casual and too casual?

Ah, the delicate balance! Imagine you’re meeting someone at a relaxed backyard BBQ versus in your PJs at a sleepover. The first is casual, while the second is ultra-casual. When crafting your informal email, think of it as the backyard BBQ.

It’s okay to be relaxed, use a joke here and there, or even drop a light-hearted meme. But avoid going full-blown sleepover mode, where things might get a tad too personal or overshared. Keep it friendly and warm without crossing into the ‘too personal’ territory.

Can I mix formal and informal tones in one email?

Certainly! There are instances where you might need to strike a balance between the two tones, especially if you’re addressing a mixed audience.

For instance, if you’re writing to a colleague about a work matter but also want to touch upon last night’s basketball game, start with the formal bit and then smoothly transition into the informal section.

It’s like wearing a suit jacket with sneakers – a blend of professionalism with a pinch of chill. The key is ensuring a seamless transition so it doesn’t come off as jarring.

Key Takeaways on Writing Informal Emails

Navigating the realm of informal emails is all about being genuine. We began by differentiating between formal and informal emails, essential for setting the right tone.

We then delved into the core components of an informal email, showcasing how a friendly greeting, genuine content, and a warm sign-off come together.

Our journey also led us through some essential tips for writing those casual emails. The spotlight shone on personalizing your content, knowing your audience, and avoiding typical mistakes like excessive emojis. We even ventured into practical territory with real-life email examples to illustrate the concepts.

In a nutshell, informal emails are about balance, authenticity, and connection. Keep these guidelines in mind, and you’ll be crafting delightful casual emails in no time. Dive in, and let your genuine self shine!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

Picture of Edgar Abong

Edgar Abong

Edgar is a skilled software developer with a passion for building and evaluating software products. His expertise in software development enables him to provide in-depth evaluations of software products. He can draw out insights about features, functionality and user experience.

Table of Contents

Scroll to Top