How To Write And Email

Make Sure Your Writing Is On Point

How to Write an Email

Before sending the email, check the content for any clarity, grammar, and typographical errors.

Proofreading and editing can prevent confusion on the receivers end.

Flawless grammar can also leave a good impression on the audience. It will show that you and your company are professionals who take time to ensure perfection.

First, make sure all the essential information has been mentioned. Remove any irrelevant details so that the email is as concise and brief as possible.

Then check all the sentences and words used in your email. Ask yourself: can other people understand what youre trying to say? Is this the best way to express my message?

Usually, whether your writing is clear enough has a lot to do with its grammar. If the sentence structure, verb tenses, and word choices are appropriate, the recipient should have no problem understanding it.

One common grammar mistake is using run-on sentences. It occurs when you connect two independent clauses incorrectly, like the following:

The customer sent a replacement request he was too late.

In this case, the relationship between the two clauses is unclear. If you wish to indicate that the second clause contrasts the first one, proper conjunction should be added:

The customer sent a replacement request, but he was too late.

Ensure that there are no typos in the email as well. Though they might seem insignificant, mistyping can be embarrassing and misleading when the error is noticeable.

Have A Strong Attention Grabber

Once youve gotten the salutation out of the way, its time to start your email.

While the subject line determines whether your email is opened, your opening sentence determines whether your email is read till the end.

If its an introduction, you can open with something you know will interest your recipient. You can find this out through a little research on their social media profiles. Perhaps they Tweeted something interesting or recently posted something on LinkedIn you can reference.

This will help you build rapport and show that youre not sending a generic email to multiple people.

Of course, this is not necessary if youre emailing a colleague or someone you know, but it is still important to establish some kind of context so that they know whats happening.

With a colleague, start with the “why.”

No one has the time to guess what an email is about. The sooner you answer the “why,” the faster youll capture their attention.

Quick tip: If youre sending out sales emails and need inspiration of exactly what to say, take a look atHubSpots free email templates. With this tool, you can access a library of built-in templates designed for each stage of the customer journey.

What Is The Goal Of My Email

Every email you write should have a purpose. You may want to ask for help, offer a partnership, announce the important news, etc.

Sometimes you may have a couple of goals in mind. For example, you need the same person to discuss the structure of your future website and brainstorm some content ideas. Theres too much information for a single message! In this situation, its better to write two separate emails, making it easier for the recipient to answer. Devote every email to only one thing, and youre more likely to get a fast reply.

When youre not sure why are you writing an email, dont send it.

If a person thinks So what? after reading your email, it probably has no clear goal. Youve just wasted your time and your recipients and made someones inbox even more cluttered.

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Remember To Thank Your Recipient

Usually, when youre writing a reply to an inquiry, you can start with something like, Thanks for getting in touch.

However, most people dont realize the importance of thanking a recipient in outgoing emails too. Not only is thanking your recipient a polite gesture, but it also increases your chances of getting a reply.

Once youre done writing the body of the email, be sure to add a line at the bottom thanking your recipient.

Use Email Copywriting Tips When Writing Subject Lines

4 Simple Ways to Write an Email Greeting

Your subject line is a critical piece of your email copy. The number one way to make sure your email gets opened is by writing an attention-grabbing subject line.

If you can entice readers into opening your emails, then you have won half of what it takes to convert them into customers or clients.

Here are 5 powerful tips for writing that attention-grabbing subject line:

  • Identify the purpose of the email.
  • Determine the call to action.
  • Draft multiple subject lines.
  • Get feedback.
  • Test your subject line.

Another key thing to keep in mind when crafting your emails subject line is you statements.

It isnt just enough to say dinner deals at Joes Bar & Grill tonight! Instead, write something like You could save 50% on dinner tonight! It isnt necessarily grammatically correct English but its also more attract and personable than dinner deals.

As always, everything in marketing comes down to sales so be sure to tell people exactly what they stand to gain from reading your email and where they need go if they do want those savings.

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Write An Opening Line

The opening line is probably one of the hardest things to write in an email.

But, as a polite gesture, it’s an important way to set the tone of the email and show that you want to establish a relationship on good terms.

You can use a phrase like, I hope you are doing well, or I hope you had a good weekend but its better if you can personalize it a bit more, like:

  • I hope things in Tokyo are going well.

  • I hope you have been enjoying the warm weather were having.

  • I hope you had a smooth trip back from Thailand.

  • I hope youre surviving tax season.

Another way to start an email is to ask a polite question, like:

  • How are you?

  • Have you been able to get settled in?

  • How are things going in Dallas?

What To Include In Your Job Application Email

Your email job application letter is a cover letter. This means that the intent of the email is to let the recipient know:

  • Why you are writing
  • Which job you are applying for
  • What your qualifications are for the job
  • What you have to offer the company
  • How you will follow up or how the recipient can get in touch with you

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Tips For Writing An Effective And Compelling Email

Have you ever had to hype yourself up to send an email? Because, same.

Theres something that feels monumental about sending an email that you dont always get with other forms of communication. And if youre a non-native English speaker, that task can seem even more daunting.

This article will provide some helpful tips to help you improve the overall quality of your emails, no matter your perspective. Once youve applied these simple strategies to your writing, you should be able to confidently send emails to anyone and get rid of that post-send anxiety.

Let’s get started.

Examples Of Formal Emails In English

Emails in English – How to Write an Email in English – Business English Writing

Let√Ęs see how all of this works in practice.

Example 1: Delay with the delivery of an order

Subject: Delivery delay

Dear Mr Pascal,

We regret to inform you that we will not be able to respect the deadline previously agreed for the delivery of your order. Our supplier has warned us today that they are experiencing supply problems, which will result in a delay in our production chain. We count on your understanding and thank you for your patience.

Subject: Web Content Editor position

Dear Sir/Madam,

With reference to your job ad in xxx, I would like to submit my application for the position of Web Content Editor in your company.

I graduated in Communication Sciences at the University of xxx and worked for several years in a Digital Agency as Content Specialist. I believe my skills and experience are in line with the requirements for the job position. I will be glad to introduce myself in an interview, that will allow you to better evaluate my possible recruitment.

Please find attached a copy of my resume. I look forward to hearing from you.

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Pay Attention To Your Structuring

When crafting the body of your message, look at how youre structuring your core content. Are you writing in concise, direct sentences? Are you separating your sentences and paragraphs to ensure readability? Are you harnessing the power of bulleted lists, numbered lists, bold, italics, and other elements to make things even clearer?

Tips For Writing A Successful Application Email

Your email does not have to be lengthy. Here are a few tips for how to assemble your application letter:

Subject line: Since hiring managers receive a lot of emails, make it easy for them to filter application emails. Include your name and the job title you are applying for in the message’s subject line. If a job has been assigned a posting number, provide this as well. For example:

Subject Line: Margaret Hannon Social Media Marketing Assistant Position

Salutation: If possible, address your email to a specific person. Sometimes you can determine this by reviewing the company’s website or by calling their front office to ask who manages their job searches. If a name isn’t available, you can open with “Dear Hiring Manager,” as in the sample letter below, or with the more formal but dated, To Whom It May Concern.

First paragraph: In the first paragraph of your letter, its important to explain why you’re writing. Mention where you saw the job application, the date when it was posted, and how you found the posting .

If you were referred by a friend or colleague, mention it at the beginning of your email.

Middle paragraphs: This section of the letter is where you can make a pitch for your candidacy. Why would you be a good fit for the job? What can you offer the company? Highlight your most relevant jobs and responsibilities as well as your accomplishments. Make sure not to copy your resume directly.

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Do Not Negotiate Price Via Email

Ahhh negotiation.

The secret to gaining the upper hand in a negotiation is to give the other side the illusion of control. Dont try to force your opponent to admit that you are right. Instead, ask questions that begin with How? or What? so your opponent uses mental energy to figure out the answer.

Sound advice from master negotiator Chris Voss. However, we should add one more thing to the ask questions part. Ask questions that being with How? or What? But do NOT ask those questions in an email!

Once you begin to negotiate price over email, your win rates start to drop.

The problem is that email is essentially a one-way conversation. You email something, your buyer emails back. Email pause email. And so on.

Sales emails, like other forms of one-way communication, often suffer from assumptions and misinterpretations. On top of that, email provides your buyer an upper hand: TIME.

Heres what we suggest instead: When negotiating price, go back and forth between two channels email and phone. For example:

  • Email price negotiate by phone
  • Negotiate by phone confirm price via email

The data:

Pay Attention To The Subject

How to Write an Email

Email subjects are often taken for granted. People forget that the subject line is the first thing people see, and can make or break your email campaign.

In fact, nearly half of recipients decide whether to open an email based on the subject alone.

Within a few words, the subject should clearly communicate your emails purpose and prompt the receiver to open it. To craft the right subject line, you need to determine what kind of email youre sending.

Make sure to send an email that contains one purpose only. Including more will make the subject and body more lengthy and break up the emails primary focus.

If you have a hard time coming up with the right subject line, try summarizing the emails goal in one sentence, then remove some unnecessary words to make it shorter.

Ideally, the subject should be between six and ten words.

Lets say you want to send a reminder for an important office meeting. In this case, you can use Reminder: Meeting for on .

Here are a few subject line examples for different occasions:

  • Application for Social Media Specialist:
  • Sick Leave Request for
  • Meeting Rescheduled for Friday

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Write The Body Of The Formal Email

Youll probably find that most of the time, you write formal emails in English to people you dont know very well. And, of course, youre writing to give them a good impression of your professionalism and abilities.

You can ask yourself: Do I need to remind them of who I am? Do I need to give them context for my request? Do I need to give them background information on the ideas I will propose or suggestions I make?


  • Im reaching out because

  • As you may know, our department is currently looking for someone to

  • A colleague of mine recently informed me about a job opening in your company, and so

  • You mentioned in our last meeting that you wanted to focus on content strategy, so I suggest that


Most emails that you send in a professional setting require some action. Its important to be as clear as you can about what action or actions you need the reader to take:

  • Let me know what you think about my ideas/suggestions.

  • Let me know when you would be available to meet next week.

  • Please review the following attachments before our next meeting.

  • Can you please review the agenda for the meeting and let me know if you have any suggestions?


Before you end the email, take a sentence or two to make sure that you allow your reader to ask questions or reply:

Getting People To Read And Act On Your Messages

Email has long been a core tool for business communications, but a 2013 survey by Sendmail, Inc., found that it has caused tension, confusion, or other negative consequences for 64 percent of working professionals.

So, how can you avoid your emails doing this? And how can you write emails that get the results you want? In this article and video, we look at strategies you can use to ensure that your use of email is clear, effective and successful.

to view a transcript of this video.

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