Looking for email writing tips?
You’ve come to the right place.
Emails are a pillar of modern communication. On any given day, the average office worker receives over 80 emails.
An email has long been a core tool for business communications. Whether you are working for a small scale business to any large corporation or you are an entrepreneur, you must be handling countless emails every day. The following email writing tips will help you immensely to improve your email writing.
An email has changed the way we work – allowing us to communicate cheaply and quickly with colleagues, suppliers, and other contacts around the world. Businesses use it as their main means of communication. But what are the best techniques to use when writing emails?
The aim of this article is to provide readers with valuable insights on how to craft the perfect email for any occasion.
It is essential to start an email properly in the writing process.
Pro tip: There are several ways to address your intended recipient. Sometimes simplicity can save the day.
You might wonder & put much thought into how you begin your emails and other correspondences.
Getting your email salutation right is a big deal. In job search emails, for example, using the wrong greeting could make you seem less competent and even cost you an interview.
Here are the best ways to begin an email followed by some you must avoid at all costs.
This email greeting is the clear winner. It’s simple, friendly, and direct. If you want a slightly more formal tone, consider replacing hi with hello.
Although dear can come across as stuffy, it’s appropriate for formal emails. Use it when you’re addressing a person in a position of respect (e.g., Dear Lieutenant Smith) and in-formal business missives such as a résumé cover letter.
If you’re addressing a group of people, this is the way to go.
Worst Ways to Start an Email with
Don’t misspell your recipient’s name. Ever.
Double-check the spelling of the person’s name and either get it right or omit it and use a generic greeting like Hi there. Although a nonspecific greeting may come off as impersonal, a misspelled name is a red flag that says you’re careless.
Hey! or Hey, [Name]!
Reserve this one for your friends and close colleagues. Otherwise, hey is glaringly informal and can even come across as disrespectful. Have you ever felt warmly greeted by someone saying, “Hey, you!”?
2. Keep your subject line short and clear.
Pro tip: You might never get a response to your perfectly worded email if your subject line is not easy to follow.
It won’t matter how brilliant an introduction you’ve written if your message is never opened.
Keep your subject line short (under thirty characters) so it’s legible on mobile devices. Be specific and intriguing. Never write in all caps
To create a great subject line you can…
Be clear what job you’re applying for “Job Application: Elizabeth Chen for Content Strategist position” “Referred by Shaun Williams for Copywriter position”
Show you admire their work “Loved your article in Wired”
3. The Intro
It’s time to introduce yourself! Be clear and concise about who you are, and remember to include details that will be relevant to the recipient.
For instance, the fact that you’re a crazy cat lady is not important to the hiring manager for that content strategy job you’re applying for. However, it would be relevant to a fellow cat blogger you’d like to interview for your podcast.
“My name is Tina, I’m a Senior Content Strategist at Hooli.”
“My name is John, and I have a popular blog called ‘Purrfection’ chronicling my life as a crazy cat lady.”
4. Call To Action
Let them know what you want. Be explicit, and include a clear call to action.
The call to action should leave no confusion as to your request. Do not assume the reader understands the desired result from prior information. Emails can easily be misinterpreted if there is any grey area.
“I’d love to buy you lunch and hear more about your ideas as I think there’s potential for our companies to collaborate. Would Tuesday or Thursday work for you?”
5. Finish crafting your email with a memorable sign-off and not a generic throwaway line.
Pro tip: If you’ve successfully addressed your email recipient, kept them engaged with the actionable text, and avoided unnecessary distractions, finish your copy with a well-placed conclusion. Don’t overlook the value in signing off your emails. Leaving the letter blank could be a major pitfall.
You’ve worked to make your email clear, and you’ve carefully edited to streamline your writing. The body of your email might well be perfect, but it can all go awry if you use the wrong sign-off. It’s just a word or a short phrase, followed by your signature, and yet finding the right tone to close your email often requires a surprising amount of thought and finesse
Email Closings for Formal Business
Yes, it’s a bit stodgy, but it works in professional emails precisely because there’s nothing unexpected or remarkable about it.
Are you writing a cover letter? Sincerely conveys the right tone for formal correspondence. Keep in mind that it’s likely to come off as stuffy in more casual business emails.
Email Closings for Gratitude and Requests
Thanks in advance
According to the Boomerang study, emails that include thanks in advance have the highest response rate. Maybe it’s because this sign-off expresses gratitude but also sets an expectation—you’re saying that you’ll be grateful when (not if) the person you’re emailing comes through.
I appreciate your [help, input, feedback, etc.]
There’s never really a wrong time to express appreciation when someone has helped you out.
I’m sure after reading the email writing tips you will feel more confident in writing emails. I’ll highly encourage you to learn useful email expressions/phrases that are widely used in different scenarios.