How to Write Emails With Aphasia: Practical Strategies for Everyday Messages

Writing an email with aphasia can become easier when the message is built in small steps instead of trying to write complete sentences from the beginning. Start with the purpose of the email, write down a few important words, turn those words into short sentences, and check one part at a time before sending.

Technology can also provide useful support. Spell check, word prediction, voice dictation, text-to-speech and saved email templates can reduce the amount of writing required for everyday communication.

The goal is not perfect grammar. The goal is to communicate the message clearly while keeping the person’s own meaning and voice.

Why Can Email Be Difficult With Aphasia?

Email combines several communication tasks at the same time.

To write a message, a person may need to:

decide what they want to say;
find the right words;
spell those words;
organize them into sentences;
type them;
read the finished message;
check names, dates and numbers;
understand the reply.

A person may know exactly what they want to communicate but find it difficult to turn that idea into written language.

Another person may be able to type individual words but find long sentences difficult.

Someone else may write successfully but find proofreading the finished email more challenging.

There is no single email strategy that works for everyone with aphasia. The most useful approach is usually to identify which part of the process is difficult and provide another way to complete that particular step.

Start With the Purpose of the Email

Before writing the first sentence, answer one question:

Why am I sending this email?

The answer may be:

ask a question;
confirm an appointment;
invite someone;
cancel something;
say thank you;
request information;
report a problem;
send a document;
reply to a friend.

Write the purpose at the top of a draft.

For example:

ASK ABOUT CLASS TIME

or:

CANCEL FRIDAY APPOINTMENT

This creates a clear target for the rest of the message.

Do not start with the greeting if the main message is difficult

Many people automatically try to write an email from top to bottom:

Hello…

Then they become stuck trying to create the next sentence.

Instead, write the most important information first.

For example:

Friday appointment — cannot come — need new date.

The greeting and closing can be added later.

Write Keywords Before Sentences

You do not need to create a complete sentence immediately.

Start with the important words.

Imagine you want to email a friend about lunch.

Your first draft might be:

Sarah — lunch — Tuesday — 12:30 — Italian restaurant — free?

Those words already contain the message.

They can then be turned into:

Hi Sarah, would you like to have lunch on Tuesday at 12:30 at the Italian restaurant?

This approach separates two different tasks:

deciding what you want to communicate;
turning the information into sentences.

For some people, separating those tasks can make writing feel much more manageable.

Use one keyword for each important idea

If the email is longer, make a small list first.

For example:

package;
not arrived;
ordered Monday;
order 4832;
ask delivery date.

Then turn each point into part of the email.

Use a Simple Email Structure

Most everyday emails do not need complicated writing.

A useful structure is:

Greeting
Reason for the email
Important information
Question or requested action
Closing

For example:

Hi Mark,

I am writing about Saturday’s meeting.

I cannot attend at 10 am.

Can we meet at 2 pm instead?

Thanks,
John

Each sentence has one job.

The email does not need additional words if the message is already clear.

Write a Clear Subject Line

The subject line should explain what the email is about.

Useful subject lines include:

Friday Appointment
Question About My Order
Lunch on Tuesday
Saturday Meeting
Invoice Question
Change of Appointment
Information About Classes

A clear subject line can also help the sender find the email again later.

Avoid vague subjects such as:

Hello
Question
Important
Please Read

They provide very little information about the content of the message.

Keep Sentences Short

An email can be perfectly polite and useful without long sentences.

Instead of:

I was wondering whether it might be possible for you to let me know if there are still any spaces available for the class that is taking place next Wednesday afternoon.

write:

I am interested in the class next Wednesday.

Are there any spaces available?

Short sentences are easier to:

write;
check;
edit;
read again;
understand later.

One idea per sentence

When possible, give each sentence one main idea.

Instead of:

I cannot come on Friday because my daughter is visiting and I wondered if Monday would work although Tuesday would also be possible.

write:

I cannot come on Friday.

Can we meet on Monday?

Tuesday is also possible.

The meaning is easier to see.

Keep One Main Topic in Each Email

If possible, avoid combining several unrelated problems in one message.

An email about:

an appointment;
a missing order;
a payment question;
and a future booking

can become difficult to write and difficult to answer.

When appropriate, send separate emails for separate issues.

This also makes replies easier to organize.

Use a Reusable Email Template

You do not need to create every email from nothing.

Save a simple template:

Hi [NAME],

I am writing about [TOPIC].

[IMPORTANT INFORMATION]

Could you please [QUESTION OR REQUEST]?

Thank you,
[NAME]

Copy the template whenever you need it and replace only the information in brackets.

Create templates for messages you send often

Useful templates might include:

changing an appointment;
asking for information;
confirming a booking;
asking about an order;
sending a document;
inviting a friend;
thanking someone;
reporting a problem.

Templates reduce the number of words that need to be created from scratch.

How to Reply to an Email With Aphasia

Replying may be easier than writing a completely new message because the original email provides context.

Start by finding the question that needs an answer.

For example, an email may say:

Would Tuesday or Thursday work better for you?

A complete reply could simply be:

Hi Anna,

Thursday works better for me.

Thank you.

You do not need to repeat all the information from the original email.

Answer questions one at a time

If an email contains several questions, copy them into a draft and answer each one separately.

For example:

What day?
Thursday.

What time?
2 pm.

Will anyone come with you?
Yes, my wife.

Then combine the answers if needed.

Delete unnecessary quoted text

Long email chains can become difficult to navigate.

When possible, focus on the newest message and the current question instead of repeatedly reading the entire conversation.

Make Incoming Emails Easier to Understand

Email communication involves reading as well as writing.

A long incoming message can be broken into smaller parts.

Start by looking for:

who sent it;
why they contacted you;
important dates;
important numbers;
questions you need to answer;
actions you need to take.

Highlight the important information

You may copy the important parts into a separate note.

For example:

FROM: Community Center

CLASS: Photography

START: Monday

TIME: 6 pm

NEED TO REPLY: YES

This can make the practical meaning of a long email easier to see.

Read one paragraph at a time

Do not feel that a long email must be understood in one reading.

Read the first paragraph.

Identify the main point.

Then move to the next paragraph.

Use Voice Dictation When Speaking Is Easier Than Typing

Many phones, tablets and computers include voice dictation.

If speaking is easier than typing for a particular person, dictation can reduce the amount of keyboard use.

The spoken message does not have to be perfect.

You can dictate a few short ideas:

Hi Peter. Thank you for invitation. Yes I can come Saturday. See you then.

Then review the written version.

Dictate in small pieces

Instead of dictating an entire email at once, try:

the greeting;
one sentence;
pause and check;
the next sentence;
pause and check again.

This can make errors easier to find.

Always check names and numbers

Voice recognition can misunderstand:

names;
street names;
dates;
times;
prices;
unusual words.

Check these carefully before sending the email.

Use Spell Check and Word Prediction

Typing does not have to depend entirely on remembering the exact spelling of every word.

Many devices can:

suggest words while typing;
correct common spelling errors;
predict the next word;
save frequently used words;
recognize names from contacts.

Word suggestions may be especially useful when the beginning of a word is easier to produce than the complete word.

Do not automatically accept every correction

Automatic correction can sometimes replace the intended word with a different word.

After using spell check or word prediction, read the sentence again to make sure the meaning has not changed.

Listen to the Email Before Sending

Some devices can read written text aloud.

Listening to an email may help identify:

missing words;
incorrect words;
repeated sentences;
incorrect names;
sentences that do not express the intended meaning.

A useful process is:

Write the email.
Read it visually.
Listen to it if text-to-speech is helpful.
Make corrections.
Send it.

Not everyone will find text-to-speech useful. For some people, reading is easier than listening. Use the method that works best for the individual.

Writing Emails on a Smartphone

Some people prefer a smartphone because it is familiar and always available.

Useful smartphone features may include:

voice dictation;
word prediction;
saved contacts;
copy and paste;
notes;
text-to-speech;
larger text settings;
saved email signatures.

Write the message in Notes first

If the email app feels distracting, write the message in a simple notes app first.

This allows the person to concentrate on the message without also thinking about:

the recipient;
subject line;
attachments;
send button;
other emails on the screen.

Once the message is ready, copy it into the email.

Save important addresses as contacts

Frequently typing long email addresses can create unnecessary difficulty.

Save familiar people and organizations in the contact list so their addresses can be selected instead.

Templates for Common Everyday Emails

Asking for information

Subject: Information About [TOPIC]

Hi,

I would like information about [TOPIC].

Could you please tell me [QUESTION]?

Thank you,
[NAME]

Changing an appointment

Subject: Change of Appointment

Hi,

I have an appointment on [DAY] at [TIME].

I cannot attend at that time.

Could I change the appointment?

Thank you,
[NAME]

Confirming an appointment

Subject: Appointment Confirmation

Hi,

I am confirming my appointment on [DAY] at [TIME].

Thank you,
[NAME]

Asking about an order

Subject: Question About Order [NUMBER]

Hi,

I am asking about order [NUMBER].

It has not arrived.

Can you please tell me the delivery date?

Thank you,
[NAME]

Accepting an invitation

Hi [NAME],

Thank you for inviting me.

Yes, I would love to come.

See you on [DAY].

[NAME]

Declining an invitation

Hi [NAME],

Thank you for inviting me.

I am sorry, but I cannot come on [DAY].

I hope you have a great time.

[NAME]

Sending a document

Subject: [DOCUMENT NAME]

Hi,

I have attached the document you requested.

Please let me know if you need anything else.

Thank you,
[NAME]

Reporting a problem

Subject: Problem With [PRODUCT OR SERVICE]

Hi,

I have a problem with [PRODUCT OR SERVICE].

The problem is: [SHORT DESCRIPTION].

Can you please help?

Thank you,
[NAME]

Work and Administrative Emails

Work emails can feel more difficult because people may worry about grammar, tone or sounding professional.

A professional email does not need complicated language.

Clear writing is often more useful than long writing.

A simple structure is:

Hi [NAME],

I am writing about [TOPIC].

[IMPORTANT INFORMATION]

Please let me know [QUESTION OR ACTION].

Best regards,
[NAME]

Use bullet points for several questions

If you need several pieces of information, use a list.

For example:

Could you please confirm:

the meeting date;

the start time;

the location.

This is easier to write and can also make it easier for the recipient to answer each question.

Save successful emails

If you write an email that works well, keep a copy as a future template.

You may only need to change:

the person’s name;
the date;
the time;
the subject;
one or two details.

Emails About Appointments

Appointments often involve dates and times, so make those details visually clear.

For example:

Hi,

I would like to confirm my appointment:

Tuesday, 14 April
2:30 pm

Is this correct?

Thank you.

If an appointment needs to be changed, include:

the current appointment;
the fact that it needs to change;
possible alternative days if known.

For example:

I cannot attend on Tuesday at 2:30 pm.

I am available Wednesday or Thursday afternoon.

There is no need for a long explanation unless it is relevant.

How Family Members Can Help Without Taking Over

A family member or communication partner can provide writing support while allowing the person with aphasia to remain the author of the message.

Useful support can include:

helping identify the main purpose of the email;
writing down keywords provided by the person;
offering several possible words;
helping with spelling;
reading the finished message aloud;
checking names, dates and numbers;
helping use dictation or other technology.

Ask before changing the message

If a sentence is unclear, do not automatically rewrite it.

Ask:

Do you want help with this sentence?

or:

Is this what you want to say?

Offer choices instead of replacing the person’s words

If someone is looking for a word, offer possibilities:

Do you mean cancel, change or confirm?

The person can then choose the word that matches their intended meaning.

Keep the person’s tone

If the person normally writes short, direct messages, there is no need to turn them into long, formal emails.

Communication support should help express the person’s message, not replace their personality.

How to Write an Email to Someone With Aphasia

If you are emailing someone with aphasia, the way you organize your message can make it easier to read and answer.

Put the main point first

Instead of starting with several paragraphs of background information, begin with the reason for the message.

For example:

I am writing about our lunch on Saturday.

Use short paragraphs

Avoid one large block of text.

Leave space between different ideas.

Ask clear questions

Instead of:

I was wondering if perhaps another day might suit you better, and if so, when you think you might possibly be free?

write:

Would Tuesday or Wednesday work better?

Use lists when there are several choices

For example:

Which time works best?

10 am
1 pm
4 pm

Make dates and numbers easy to see

Important information can be placed on separate lines:

DATE: Monday, 8 June

TIME: 3 pm

PLACE: Community Center

Do not assume a short reply means disinterest

A reply such as:

Yes. Tuesday good. Thanks.

may communicate everything that needs to be communicated.

The quality of an email should be judged by whether the message is understood, not by how complicated the grammar is.

Privacy and Suspicious Emails

Email is also commonly used for scams and unwanted messages.

Be particularly careful with emails that unexpectedly ask for:

passwords;
banking information;
card numbers;
security codes;
money transfers;
urgent payments;
personal identification information.

A suspicious email may try to create pressure by saying:

your account will be closed;
your payment failed;
you must act immediately;
you have won something;
you owe unexpected money;
someone needs a security code.

Do not rush

If an email involves money, passwords or private information and something seems unusual, stop before clicking or replying.

Check the message in a calm setting.

If necessary, ask a trusted person to help read it.

Use a trusted way to contact the organization

If an unexpected email claims to come from a bank, delivery company or other organization, contact that organization using contact information you already trust rather than automatically following instructions in the message.

Email Writing Checklist for Aphasia

Before writing

Decide why you are sending the email.
Write the main keywords.
Identify any important names, dates or numbers.

While writing

Use short sentences.
Keep one main idea in each sentence.
Use a familiar template if possible.
Use dictation, word prediction or spell check if helpful.
Break a longer email into small sections.

Before sending

Check the recipient.
Check the subject line.
Check names.
Check dates.
Check times.
Check numbers.
Check attachments.
Read or listen to the message one final time.

Ask one final question

Does this email say what I want to say?

If the answer is yes, the email has done its job.

Frequently Asked Questions About Writing Emails With Aphasia

Can someone with aphasia use email?

Yes. Many people with aphasia use email, although the amount and type of support needed varies. Some people write independently, while others may use keywords, templates, voice dictation, word prediction or help from a communication partner.

What is the easiest way to start an email with aphasia?

Start by writing the purpose of the email and a few important keywords. Do not worry about complete sentences at first. Once the important information is visible, it can be organized into a short message.

Do emails need perfect grammar?

No. The most important goal is that the recipient understands the intended message. Short, direct sentences can be effective and appropriate for everyday email communication.

Can voice dictation help someone with aphasia write emails?

It may help some people, particularly when speaking is easier than typing. Dictation should still be checked carefully because voice recognition can make mistakes, especially with names, dates and unusual words.

Can spell check help with aphasia?

Spell check and word prediction can provide useful writing support for some people. Suggested corrections should be reviewed because automatic tools may occasionally replace the intended word with a different one.

Can text-to-speech help with email?

Some people find it useful to listen to a completed email before sending it. Hearing the message may make it easier to notice missing or incorrect words. Other people may prefer visual reading.

What should a simple email contain?

A basic email can contain a greeting, the reason for writing, the important information, one question or request and a short closing.

How can someone with aphasia reply to a long email?

Find the questions that need answers and deal with them one at a time. Copying each important question into a draft and writing a short answer underneath can make a complicated email easier to manage.

Should a family member write emails for someone with aphasia?

A family member can provide support when requested, but whenever possible the person with aphasia should remain in control of the meaning and final message. Support can include offering word choices, checking spelling or reading the finished message aloud.

How should I write an email to someone with aphasia?

Use a clear subject line, put the main point near the beginning, keep paragraphs short and ask direct questions. Lists can help when presenting several choices, and important dates or numbers can be placed on separate lines.

Are short email replies acceptable?

Yes. A reply does not need to contain complete, complex sentences if a shorter message communicates the answer successfully.

Can someone save email templates for repeated situations?

Yes. Templates can be useful for appointments, order questions, invitations and other recurring situations. They reduce the amount of new text that must be created each time.

A Successful Email Does Not Need to Be a Perfect Email

Email can be useful because it allows communication to happen without the time pressure of a face-to-face conversation or phone call.

The writer can stop.

Think.

Write one word.

Check it.

Add another sentence.

Use a template.

Listen to the finished message.

Ask for help if needed.

There is no requirement to create a long or perfectly written message.

A few keywords can become a sentence. A saved template can remove repeated work. Voice dictation can provide another route to writing. Text-to-speech can provide another way to check the result.

The most important question is not “Is this email perfect?” It is “Does this email communicate what I want the other person to know?”

If it does, the email has succeeded.