Informal Email Responding to News - B1+ English Writing — Explanation

How to Write an Informal Email Responding to News

When a friend sends you personal news, a good reply should react warmly, ask natural follow-up questions and keep the conversation moving. You may need to respond to happy and difficult news in the same message. This B1+ writing lesson explains how to organise an informal email, choose an appropriate tone and use useful grammar for reactions, deductions, reasons and advice.

Model Email

To: Sam
Subject: Your new place sounds brilliant!

Hi Sam,

Sorry for taking so long to reply. I've had my hands full with a training course at work, but things have finally quietened down, so I thought I'd drop you a line.

I was delighted to hear that you found an apartment near the river. It must be a huge relief after all those weeks of searching! The balcony sounds lovely, and seeing as you can walk to work now, you won't have to spend hours on the bus. Have you been able to unpack everything yet? You must send me some photos when you get a chance.

I'm sorry to hear about your injured ankle, though. It can't be easy moving boxes when you can hardly walk. You'd better rest it properly, or else it may take longer to recover. What with the move and your new job starting next week, you must have a lot on your plate. Will your brother be able to help you finish everything?

I'm free next Saturday, so why don't I come over and help? I can bring lunch too. Anyway, I'd better get back to my course notes; otherwise, I won't be ready for tomorrow's session.

Keep in touch,
Leah

Structure of an Informal Reply

1. Greeting and opening

Begin with Hi, Hello or Dear plus the person's first name. If your reply is late, apologise briefly: Sorry for taking so long to reply, Sorry it's taken me ages to get back to you or Apologies for the slow reply. You can then explain that you have been busy without giving unnecessary detail.

2. React to each important piece of news

Show that you read the original message carefully. Use I'm delighted to hear that..., I was glad to hear about..., That's fantastic news about... or Sorry to hear that.... In friendly emails, you can omit I'm: Great to hear you're enjoying the course!

3. Add empathy, comments and questions

Do not simply repeat the news. Explain how the person probably feels, make a relevant comment and ask one or two follow-up questions. For example: It must be exciting to start a new job. What are your colleagues like? Questions make your reply personal and encourage your friend to write again.

4. Offer help or give suitable advice

If your friend mentions a difficulty, you can offer practical help: Let me know if you need anything or I could come over on Saturday. Use had better only for fairly strong advice in a specific situation: You'd better back up those files, or else you may lose them.

5. Close naturally

Give a short reason for ending, add a friendly final message and use an informal sign-off: I'd better go because my train is arriving. Keep in touch! Suitable endings include Take care, Speak soon, All the best and Love.

Useful Language for Responding to News

Positive news

• I'm thrilled to hear that...
• That's wonderful news about...
• Glad to hear everything went well.
• You must be really excited!

Difficult news

• I'm sorry to hear about...
• That must have been stressful.
• It can't be easy for you.
• I hope things improve soon.

Explaining a late reply or busy period

• I've been rushed off my feet lately.
• I've had a lot on my plate.
• I've had my hands full.
• Things have quietened down now.
• I finally have some head space.

Grammar Focus

Must and can't for deductions

Use must when evidence makes something very likely and can't when it makes something very unlikely: You must be exhausted after the journey. It can't be easy living so far from your family. For past deductions, use must/can't + have + past participle: The delay must have been frustrating.

Be able to and have to

Can and must do not have all the forms needed after other modal verbs or in perfect tenses. Use be able to for ability: Will you be able to visit?, I haven't been able to call. Use have to for necessity: You'll have to book early, I've had to work late.

Seeing as and what with

Both expressions introduce reasons. Seeing as is followed by a clause: Seeing as you live nearby, let's meet for coffee. What with is followed by a noun, pronoun phrase or -ing form: What with the new job and moving house, I've been extremely busy.

Had better, or else and otherwise

Use had better + base verb for strong advice about a particular situation: You'd better charge your phone. Do not write had better to charge. Introduce a possible negative result with or else or otherwise: We'd better leave now; otherwise, we'll miss the train.

Tone and Style

Informal emails can use contractions such as I've, you'll and can't, conversational phrases and direct questions. Paragraphs should still be clear. React sensitively to serious news and avoid jokes that could seem careless. Match the amount of attention you give to each item: difficult news usually needs more than one short sentence.

Common Mistakes

• Do not write I'm sorry to hear about you lost your job; use sorry to hear that you lost... or sorry to hear about your job loss.
• Do not use mustn't for a negative deduction; use can't.
• Do not write will can; use will be able to.
• Do not use to after had better.
• Do not forget to ask follow-up questions or respond to all the important news.

Final Checklist

Before sending your email, check that you have used a friendly greeting, apologised if the reply is late, reacted appropriately to each piece of news, asked relevant questions, offered help or advice where suitable and ended warmly. Proofread modal forms, verb patterns, contractions and punctuation.