How To Write And Send An Email

Write The Email’s Subject Line

How to Write an Email

The next step is composing the email’s subject line. As many potential recipients tend to disregard emails with attachments unless they know what the attached files are, the email’s subject should reflect the fact that it contains one or more attached files and provide information regarding what they are.

Email Tips: Top 10 Strategies For Writing Effective Email

Jerz> Writing> E-text> Email Tips

Follow these email etiquette tips in order to write more effective email.

The improvised back-and-forth pattern we are comfortable with in social media conversations differs greatly from the pre-planned, more self-contained messages most professionals expect in the workplace.

If you are planning an outing with friends, you expect multiple rapid exchanges asking for clarification and providing corrections on the fly. Since you are usually texting somebody you already know well, about a shared interest, you dont need to provide much context.

But most professionals do not want to engage in a leisurely back-and-forth in order to get their work done. They want to clear this item from their inbox, perhaps by passing it to an assistant or kicking it upstream, without having to ask the sender I dunno, what do you think? or What did you mean by that emoji?

Originally written by Jessica Bauer in 2000 expanded and maintained by Dennis G. Jerz

  • Show Respect and Restraint.
  • Email To A New Contact

    Subject Line: UX Research Contract Opportunity

    Hello Amal,

    I hope this message finds you well. Im reaching out today because Im managing an application redesign project here at ABC Company and seeking a skilled UX research contractor to help analyze several sets of usability testing data.

    This is a three-month project beginning February 1st, and we estimate it will take roughly 15 hours per week. All work can be completed remotely, but youre welcome to use our workspace.

    Please let me know if youre interested in this project and we can set up some time to discuss the details further. I look forward to hearing from you.


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    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.

    Give A Quick Compliment And Add Value

    How to Write a Professional Email (with Pictures)

    Hey },I saw on Twitter youve been sharing some awesome posts on conversion rate optimization.Recently I spotted these two super helpful posts and just wanted to share them with you:}}Would also be happy to share a little about our conversion rates at Sumo if youre up for it?Cheers,

    This template is an example of a simple, polite follow-up email it gives a relevant and innocent explanation of why youre reaching out, while also throwing in an easy compliment. After that, its a quick win of sharing another piece of content or two that might interest them or their followers. Instead of following-up for the sake of following up this email attempts to pivot the conversation and provide value.

    Finally, that sign off is a simple request that can be answered with a yes or a no. A simple formula like this works because it doesnt take much time to skim, provides immediate value, and comes off as conversational, instead of salesy.

    Read Also: Why Is My Mail Not Updating

    Bonus Tip: Make Sure Email Is The Right Tool In The First Place

    Depending on what youre trying to communicate, email might not be the right tool, says Muse career coach Heather Yurovsky: While a well-written and concise email is certainly effective and allows the reader to respond in their own time, a phone call can sometimes take the place of multiple emails while getting much more accomplished and building a stronger relationship. So if its appropriate given the relationship you have with the person, consider calling or sending a shorter email to set up a meeting. If its a colleague in your office, you might also walk over to their desk or use a tool like Slack that allows for quicker back-and-forth communication.

    Email Template For Cold Outreach

    Subject line: Articles for your commute home

    Hi :

    The last few calls Ive had with companies like yours who have led me to research .

    I thought you would appreciate these articles. I thought they did a great job at addressing :

    If these resonated with you, lets grab 15 minutes to see if can help by .

    Is there a day or time that generally works best for you?

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    Consider Sending A Follow

    Many hiring managers or organizations send a confirmation email to alert you that they received your initial email. This message may provide insight into when you could expect a response. If it’s been a few weeks or past the date they provided, though, consider sending a polite follow-up email to ask if they need anything else from you or if they have any updates regarding the position.

    Consider Your Recipient And Purpose

    Email Tutorial | How To Send an Email For Beginners | Email How To

    Before beginning your email, consider who you’re writing to and why. Think about your relationship with the person and what tone is appropriate. For example, you may use a more formal tone if you’re requesting information from a potential employer, partner, or vendor. This can help you show your professionalism. If you’re messaging your clients or customers and your company uses a friendly brand voice, you might write in a more casual or conversational tone.

    Also, consider your purpose at this point. If you’re requesting a formal request, you might choose to stay in a formal format. If you’re asking a customer to write a testimonial, you may be able to write a more casual request.

    Related:The Best Ways To Start an Email for the Desired Response

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    Attachment Size: The Smaller The Better

    Did you know that Googles attachment size limit is 25MB? For Outlook and Apple Mail, this number is even smaller, only 20MB.

    Here are more details of maximum attachment file size from multiple email services:

    • Gmail: 25MB
    • Hotmail: 10MB
    • Zoho Mail: 10MB

    The reason why these providers set maximum email size limits is mainly security issues. The file size restriction protects the email system from being bombarded by overly large files and spam, which can cause possible disfunction to the whole system.

    When the attachment size exceeds the limitation, an error message appears, letting you know that files cant be sent.

    Sending a file in small size not only lets you send it quicker but also let recipients download it faster and most importantly, they can save a tremendous amount of storage space.

    So, how to send large files via email?

    Dont send files over 10MB. When your file is adding up to several MB, consider compressing or uploading them to a Cloud.

    To compress a file, there are several handy tools you can use:

  • WeCompress: just drop the file, and relax, it will return a compressed file in a few seconds. Supported file formats include PDF, PowerPoint, Word, Excel, JPEG, PNG & TIFF files online.
  • Small PDF: an online tool to compress PDF files. It works exactly the same as Wecompress.
  • Compress JPEG: a similar service like the two above but for JPEG, particularly.
  • Thats how you make a file smaller to send through email.

    Say When You’ll Follow Up

    Don’t end your email without stating when you plan on following up if you don’t hear back from the recipient. Give them plenty of time to respond, especially if you’re asking for documentation of any kind. That said, it’s important that you make sure the recipient is aware that you will, in fact, be reaching back out and in what general time frame you’ll be doing so.

    Also Check: Receiving Duplicate Emails In Outlook 2016

    Use A Link As An Attachment Alternative

    If I could only choose 1 tip to tell you about How to write email with attachment file, that would be using a link. Let me tell you why.

    In many cases, a link can deliver the same content as attachments and add up even more mutual benefits to both sender and receiver.

    To the sender, links can save them from the frustration of sending capacity, formats, etc.

    To the receiver, most links can be opened with an Internet connection, whether on a computer or mobile device.

    Thats why we recommend it for you as one of the best way to send email with attachments.

    Whats more, it makes the email look cleaner. Who doesnt like a simple, productive email right?

    When including a link, remember 2 tips.

    Tip #1. Use the Insert Link feature of Gmail.

    This feature helps you turn text into an anchor text.

    Tip #2: Shorten the link.

    Sometimes, to avoid a lengthy, clumsy link, you better shorten it. To quickly make a shortened link, try or They are quite popular and easy to use.

    Automate Your Follow Up Sequence

    Email Writing Examples

    If youre reaching out to hundreds of prospects every week, its impossible to manually stay on top of following up with all of them.

    Thats why a sales engagement tool like Mailshake is essential for creating an effective, scalable follow up email sequence.

    With Mailshake, you can:

    • Personalize your emails in bulk with powerful mail merge features.
    • Reply to leads straight from your Mailshake dashboard with Lead Catcher.
    • Schedule follow up emails that are paused or triggered based on whether a recipient opens an email, clicks a link or replies.
    • Set the amount of time between follow-ups , and the days and times you want them to send . Your company may have its own requirements for recommended follow up email frequency.
    • Optimize your copy and overall outreach strategy by A/B testing different subject lines, body copy, and full campaign sequences.
    • And with native integrations to your CRM, and third-party integrations to hundreds of software tools via Zapier, you can automate your outreach even further by triggering campaigns when someone downloads an eBook, books a meeting, or signs up for a demo.

    If social media and the phone are a part of your outreach cadence , you can include those touch points in your email sequences as well with Mailshake Sales Engagement.

    Bottom line: Following up is absolutely essential for an effective outreach strategy, but theres no reason why you cant automate it.

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    Sending A Resume For Event Manager Position

    Hi Kim,

    I am very interested in applying for the Event Manager position at Tamson. Please find attached my resume and cover letter for your consideration.

    With 10 years of experience in event management, I believe I would be a strong fit for this position.

    Thank you very much for reviewing my application. I look forward to hearing from you regarding the next step.

    Yours sincerely,

    Craft A Compelling Subject Line

    The subject line is the first thing your receiver will see in the inbox. This one line determines if they will open your email or not, so dont overlook its importance. It should determine what you intend to communicate in your email and act as a preview of the body. At the same time, it needs to be persuasive to intrigue the receiver into opening the email.No matter how well your email body is structured, if the subject line fails to catch their attention, your email might be left unopened, and thats not what we want. So, here are some subject line tips for a professional email:

    • Keep it shorter than 60 characters. Going beyond this might trim the subject line in the inbox.
    • Make it crisp and to the point, without turning around words.
    • Highlight the purpose of your email in one sentence.
    • Avoid being vague, be as specific as possible.
    • Use the receivers name as the first word to make it more catchy.

    For example, if you want to reschedule a meeting, instead of writing Request to reschedule, you can write }, can we please reschedule the meeting?Or, if you want to remind someone of an important task, instead of writing Reminder, you can write Reminder: Please send the list by 10.30 pm.

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    Add Value With A Follow

    Thereâs a good chance you wonât get a reply at first, and thatâs OK. Persistence pays off: was able to boost its cold email response rate from 1 percent to 12.6 percent by sending follow-up emails.

    Even if you do get a response, follow-ups are essential to continuing the conversation. But remember that each sales email should display the same level of personalizationânothing kills a connection faster than a one-size-fits-all message.

    Instead, try to add value with every follow-up email you send, especially if youâre trying to get someoneâs attention. If a contact goes quiet, donât pester them with âjust checking inâ emails. Send them something that might interest them, whether itâs a helpful article, a recent industry study, or some other resource.

    Keeping these best practices in mind, letâs analyze some sales emails and why they work.

    Add Your Closing Remarks

    How to Write / Send an Email in Gmail | H2TechVideos

    Before you end your email, its polite to thank your reader one more time and add some polite closing remarks. You might start with Thank you for your patience and cooperation or Thank you for your consideration and then follow up with, If you have any questions or concerns, dont hesitate to let me know and I look forward to hearing from you.

    Recommended Reading: How To Start An Email To Your Professor

    Overuse Of Exclamation Points

    Enthusiasm is great. But in certain contexts, the overuse of exclamation points can do more harm than good. This is especially true if youre forging a new relationship or contacting someone outside of your company. You are, after all, a representative of your work when you use a company email address. But people love exclamation points, and theyre still something that many people rely on to convey a positive tone.

    For example, here are the most common sentences and words people use with exclamation points in emails:

    What to do instead: After youve written your draft, do a quick search for exclamation points and use your judgment to determine which to keep based on your relationship with the recipient. As a general rule, try to keep it to one or two per email with colleagues.

    Were feeling grateful today.


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