Email writing is a skill that needs practice, and you can start now. Writing emails involves some basic rules and an email format that will make sure your message gets across clearly and quickly. Today we’re going to go over the basics of how to write an email that’ll make you look like a pro in no time.
Best Practices for Email Writing
Writing effective emails might seem like a difficult task, but it doesn’t have to be! The most important part of email writing is knowing the best practices, or rules and formats, that will make your emails professional, clear and persuasive.
First and foremost, keep it short and sweet. No one wants to read a lengthy email: get to the point quickly and keep your sentences concise. Second, begin with a polite salutation. Your opening could be something as simple as “Hello” or “Good Morning.” Third, use formal language – avoid slang and other informal words.
Forth, create an eye-catching subject line that summarizes your message in just one or two words. This can help people decide whether they want to open your email or not. Fifth and lastly, don’t forget to sign off with a polite closing phrase such as “Sincerely” or “Take care” before including your full name for authenticity.
Following these practices will help you craft an email that’s both readable and informative!
Crafting an Effective Message Subject Line
Writing an effective email is all about getting your readers’ attention—and the subject line of your email plays a major role in that. Many people make the mistake of writing subject lines that are too broad, or worse, misleading. A good subject line should be brief but informative, providing just enough detail to grab the reader’s attention and explain why they should open the message.
So what makes a good subject line? Here are some tips to keep in mind:
- Keep it short and sweet – try to stay within 50 characters or less. You don’t want your readers skimming through long subject lines.
- Be specific – avoid generic phrases like “Hello” or “Quick question” as it doesn’t provide any context for why you are writing in the first place.
- Use keywords that are relevant to the content of the email – if you’re sending a request for a meeting, use words like “meeting request” rather than just “request”.
- Use personalization – including some personalization like the recipient’s name can make them feel more connected to your message and more likely to open it.
Writing the Email Address Correctly
Another important trick to remember when writing emails is to make sure you address it correctly. You don’t want it to end up in the wrong person’s inbox!
Here are some tips to make sure you’re writing the email address correctly:
- Write out the full name of your recipient—no nicknames!
- Double-check that you’ve spelled the name correctly.
- Make sure that you’re entering the right domain, e.g., .com, .org, .gov etc., depending on the type of organization your recipient works for.
- If you’re using a business-specific email (e.g., a company or department specific one) ensure that it ends with “@brandname” too.
- Don’t leave any spaces between or before the email address and after it; otherwise, your email may not be sent properly
By taking these simple measures, you’ll guarantee that your emails won’t end up in the wrong hands!
Formatting the Email Body for Optimum Readability
When it comes to email writing, not only do you need to be on point with your message and make sure it’s valuable, you also need to make sure it’s easy to read. Often, emails can get misread or ignored completely because of a lack of formatting.
Chunking your content
Break down your email into sections and use numbered or bulleted lists to chunk your content into easily digestible bits. As an added pro-tip, add a few blank lines of space between sections and subheadings, so readers can quickly grasp the message.
Emphasis on important words
Make sure anything important stands out from the rest of the text by using bold typeface or italics for emphasis. That way, if someone is just skimming through your email – which most people tend to do – they’ll quickly spot the important words.
Font sizes and styles
Choose no more than two font sizes, one for the main body of text and another for headings — any more than that makes text look cluttered and unprofessional. And always choose a font style that’s easy to read and pleasing on the eyes; avoid fonts that are whimsical or too decorative.
By following these simple steps when formatting emails—including chunking content into sections, emphasizing important words, and choosing appropriate font sizes and styles—you can create emails that are both easy to read and effective in getting your messaging across.
Use of Language in the Email Text
Now that you’ve gotten the basics down, it’s time to think about how you write the actual text of your emails. With the right formatting and vocabulary, you can easily accomplish what you’re setting out to do in your emails.
Make sure your emails are well-structured for easy readability. Use short paragraphs and bullet points where necessary, and bolding or italicizing important phrases can help draw extra attention to key points.
When choosing words, prefer simple ones over more complex alternatives. Be direct in the way that you express yourself, but try not to be too casual or arrogant. Consider using power words such as “immediately,” “rapidly,” and “remarkable” to help emphasize urgency and importance without overdoing it.
Finally, make sure that the tone of your email is appropriate for its context and audience—try to adapt your language according to who you’re writing to, e.g., a colleague or a business acquaintance. All in all, using language correctly will ensure that your emails leave a positive impression with their recipients while making sure that they are understood in the way that you intended them to be.
What Not to Do When Writing Emails
Before you hit “send” on that email, make sure you know what not to do. You don’t want to make mistakes that can lead to misunderstandings or hurt your professional credibility. Here are some tips on what not to do when writing emails:
Don’t use complex language
Stay away from unnecessary jargon and long words when writing an email. Keep your sentences simple and direct, as if you were speaking with someone face-to-face in a conversation.
Don’t be too informal
Learn the difference between casual and professional language, especially when it comes to emails. Abbreviations, slang words and text messaging lingo have no place in the professional setting of email conversations. That also applies for emoticons—stick to a period or exclamation mark instead!
Don’t Leave Out Important Information
Leave nothing to chance—provide all the necessary information in the email so your recipient can make a meaningful contribution or take action. Include links, relevant documents, contact information, and any other important details that will help them respond quickly.
Don’t Over or Under Share
If you include too much information in an email, the recipient may not read it all; if there’s not enough info they won’t understand clearly what action they should take. Aim for brevity while still conveying all necessary information. Keep your focus on key points and relevant topics only—you don’t need to explain every detail of every point you raise.
Some Samples of Email
Ready to try your hand at writing an email? Here are some samples of emails that you can use as inspiration.
A professional email template should contain certain elements like:
- A proper subject line
- A polite salutation
- Clear paragraphs and concise language
- An appropriate closing statement and signature
- Proper grammar and spelling
Here’s an example of the structure for a professional email:
Subject Line: Follow-up Meeting Request
I hope you had a great weekend. I wanted to follow up on our last meeting, when we discussed ways to improve our workflow. I think we can benefit from setting up another meeting where we can discuss the ideas in greater detail. Would Monday morning work for you?
Thanks for your time,
When writing an informal email, you can be more casual in the tone in comparison to a professional email. Here’s an example of how to structure an informal email:
Subject Line: Check This Out!
I thought you’d find this interesting – it’s a new tool that helps streamline the workflow process. It even integrates with other platforms for maximum efficiency. Check it out and let me know what you think!
Let me know if I can help with anything else.
Best, [Your Name]
Writing emails like a pro takes some practice and finesse, but it’s well worth it in the long run. You’ll be able to make the best of what could have been a mundane task, and will be able to build more meaningful and professional relationships with your contacts.
Remember, by following the rules of email writing: having a strong subject line, introducing yourself, crafting a clear and concise message, providing helpful context, and ending with a call to action, you can make sure you’re sending messages that won’t be ignored.
Becoming a pro email writer isn’t a guarantee that you’ll receive a response, but by following these rules, you can make sure your emails are getting the attention they deserve.