Emails have fast grown as one of the fastest, most effective, and easy ways of professional communication. While one can identify numerous benefits of using emails for communication, they are effective only when done the right way.
Over the period of time, we have seen many different views on how to write crisp and convincing emails. Here, we are going to list out for you the top 5 tips to write an email, and share some exclusive tricks as well.
How to Write an Email (Tips & Tricks)
Tip #1 Choosing the Appropriate Subject Line
Whether or not the receiving person would even open your email or not, leave alone read eat, depends largely on the subject line that you choose for your mail. Here, we are referring to the text that you enter in the ‘Subject’ field while composing your mail. This is the same text which is displayed in notification when the receiver gets your email, and also in the ‘unread’ list of the receiver’s inbox.
So, what kind of subject line is actually a good subject line?
First, it should be short and crisp. A long subject line with too much text overwhelmed the reader and is a turndown in itself.
Secondly, the subject line should be convincing enough to get the receiver to open the mail and should indicate what to expect. For example, you can use the words [Action Required]; [Update]; [Reminder], etc in the subject line, depending upon the context of the mail.
Finally, you should ensure not to use any critical information or data in the subject line, as it might get leaked to an onlooker while your intended user access your email.
Tip #2 Opening With Salutations
You must always start your email body with an appropriate salutation. The choice of salutation depends upon a number of factors. For example,
- whether you know the receiver already or you are writing to him/her for the first time;
- what the seniority and level of the receiver are;
- what is the mood /context of the email
- and so on…
- Based on your judgment, you can use salutations such as
- Dear <receiver’s name>
- Dear Sir/Ma’am
- Hello <receiver’s name>
- Hello Sir/Ma’am
- Dear all (if addressed to multiple receivers)
- Dear team (if addressed to a group/team)
It is also recommended to pair up the salutation with an accompanying greeting. This is to make the receiver feel good, and also helps break the ice instead of an abrupt start. Some good email opening greetings have been listed below.
- Hope you are doing well!
- Greetings of the day.
- Happy Friday!
- Hoping this email finds you well!
- (the evergreen) – How are you?
Tip #3 Keeping the Body Concise
Once you are done with your subject line and the opening salutations/greetings, now it’s time to get to the main business – the body, which is equally important. The body of the email is where you convey your message.
While generally there is no set limit on the length of the limit or the number of words you can use, it is advisable to always be precise in the body. After all, no one appreciates having to read too much. Therefore, the best is just to give a little context in a couple of sentences, and come directly to the point.
It can be some data points/information that you are sharing with the receiver or something you are seeking from the receiver. No matter what it is, you should convey it clearly in the email body, with no ambiguity or open interpretations. Believe us, it can save you a lot of to and fro follow-ups at a later stage.
You can also use summary tools to come up with a short and crisp summary of large texts, and include it in the message body for ready reference by the reader.
Tip #4 Ending with a Call To Action
Towards the end of your email, you must list down what exactly is expected from the reader. You should do it in a subtle yet convincing manner.
Here’s an example:
If you expect the reader to send in some data/files by a particular date, you can write it as “Would it be okay to expect it by the end of this week?”.
Similarly, if no action is required but you are rather informing the reader about something, you can end the email simply by stating “Hope you are okay with the above-mentioned points, let me know in case there’s a discrepancy”.
Such simple and subtle sentences at the end of the email go a long way in sending out the right message, and yet be sensitive and humble!
Tip #5 Your Signature is Important
Every email you send out must have your signature at the end. That’s a way to state who is the person sending out the email, what is the designation, and how he/she can be contacted.
Now, by signature, we do not mean your handwritten free-flowing sign, but rather an ending salutation followed by your name, your designation, and your contact details.
Here, you can use salutations such as
- Best wishes
Follow it up with your name, complete designations (company name, role, position, etc), and contact details (phone number, etc), and you are done, ready to hit the send button! You can also design your signature once and save it to be included automatically in every email that you send out.
As promised at the beginning, here we are sharing some pro-tips that can make your email writing better.
1. Delay Settings
You can add a delay of a minute or two after you hit the send button so that you can prevent the email from being sent out in case you identify some error during that time.
Some email packages such as Outlook also give you the option to recall or un-send an email if you do so within a specific period of time
3. Email Jargon
It is okay and widely accepted to use some jargon and short-form acronyms while writing emails. Examples include FYI (For Your Information), and PFA (Please Find Attached).
We hope these tips and tricks to write an Email will help you be better at writing emails. So, the next time you have to write one, keep these points in mind, use a summary tool and you will be good to go!