How To Write a Good Email That Works

Email writing is a vital aspect of communication.  It will be a challenge to write an effective and conversational email. Even though emails are not as formal as letters but they need to be professional to create a good image of you. To write really good emails we need to know three things they are: what are the steps to write an email, common steps to be avoided, and next-level strategies to get ahead.

Anatomy of a really good email

Subject line:

It is a very important part of the email if you’re reaching out to the recipient for the first time. But it is often overlooked in the favor of the email body. Your subject line will entice people to know what is enclosed within the email. Writing a subject line gives the recipient an idea of what to expect

Openers :

We have to begin the email with a greeting like Dear sir/madam. It creates a good impression on you before they dive into the main content or message of that email. The appropriate salutation or the greeting depends on the situation and also on the recipient. If you wanted to write an informal email then you can use greetings like hi there, hello, etc…

Body :

The body of an email is the most important part in which we should state and specify our purpose. Begin the body with I am writing to enquire about or I am writing in reference to…. and go on with the main text.

Closings :

We have to end our email with sign-offs. Just keep your closing simpler and straightforward. There are plenty of options to choose from like thanks, regards, sincerely, respectfully yours, warm regards, best regards, yours faithfully, kind regards, yours, etc…. Avoid using closings like cheers, talk soon unless you are a good friend to the recipient.

Common email writing mistakes

Omitting necessary commas :

It is very important to place proper commas. Sometimes we omit to keep commas which may create confusion to the reader. So it is better to make sure the right usage of the commas and even full stops.

Extremely long sentences :

We should always make sure to use small sentences. Long sentences could create chaos. So try to concise your message and convey your message straightforwardly

Being too casual :

If you are writing an email to the officials your language must formal and professional. Usage of informal or casual language could be a misstep. If the recipient of your mail is your family member, friend, or any other then you can use casual or informal language. It varies in different situations.

Repetition :

Some people often repeat words in the same paragraph or a sentence. This makes the reader tune out. So try to avoid repetition of words in your email. The most common words which are repeated often are only, so, like, always, also, request, etc

Over usage of exclamation points :

The use of exclamatory marks is good. But over usage of it won,t be formal. Some of the sentences with ! marks are thanks! , hi! , good day! , hello! , greetings! , good morning! , great! , well! , us! , etc…. The usage of exclamatory marks depends on the recipient of your email. It also depends on the situation and the recipient.

Use Proper fonts :

If you use a non-English keyboard then there could chance of changing the fonts. So to avoid that use web-safe email fonts like Arial, Courier, Georgia, Helvetica, Lucida Sans, Tahoma, Times New Roman, Trebuchet MS, Verdana, etc…

Schedule Your Email :

If you are writing an international email then make sure that the time to send it is right or not. Because of the time zones matter. The time differs from each country. So make sure that the recipient receives the mail at the right time or at the time at which you wanted to send them.

A Final Checkup :

After completion of your writing check the spellings and grammar mistakes. It plays a key role. Don’t fail at the last mile. After you have finished drafting your emails copy and paste it in the Microsoft Word or Google Docs to give a quick grammar, spelling and phrasing check.

Next level email writing moves

• Think positive :

If your content is negative or neutral then be positive and think positive that you get a positive response from the recipient

• Strike the right tone :

You should make sure that every email you send has a tone that is specially crafted for the recipient. Also, be careful of sending it to the right person or recipien

• Follow up in good time :

If you have sent an email then you will wait for a timely response. A follow -up message should never come less than twenty hours after sending the initial mail. Because of the large amounts of emails people sort through each day and finally, and things end up.

• Make it easy on the eyes :

If the email is short then it will be sent easily and things get done. If the emails are long then it takes time for scanning and then things like bold font, bullet points will come in handy.

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Next Read:

What Are Some Great Tips When Managing Email Inbox?

What Are Some Great Tips When Managing Email Inbox?

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