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How to write an email

Despite the fact that there are several modes of communication, email is still recognized as the most reliable and official method of contact. Email, unlike social networking sites or chat applications, is open to anyone. As a result, email has become one of the most popular ways of corporate communication. Email exchanges have risen as more businesses embrace a hybrid style in which some staff operate from distributed remote locations and others work from home. While team collaboration software chat and comments may be quick and informal, business email remains professional and verbose. One of the most important asynchronous communication routes. The recipients can get the email, read it, understand it, and respond to it.

A well-written email with a clear structure helps the reader comprehend what you’re trying to say and what information they need to react with. While email writing is an art, with enough effort, it can be mastered. The following are some recommended practices for creating the kind of email that stands out from the rest and gets read by the recipient: Come on! Now know how to write an email

1. Make use of a professional email address

If you are a marketing manager, imagine that you get the following two emails:



Which email are you most likely to read and open, and which sender would you be willing to work with? Given that all other factors are equal, the second one is clearly the correct answer. Make sure you use a business email address when sending non-personal email. The email address you choose can help you gain the trust of a new receiver, whether you’re approaching a business assignment or simply asking a question to a support staff member.

When sending formal communication or emails to business contacts, it is strongly advised to utilise a custom domain-based email address. If you don’t have one, make sure your email address is formal and contains either your name or the name of your company.

domain-based email example : contact@nkalriablogplanter

You can create this type of email in the email section of your domain or hosting provider.

2. Have a basic and straightforward subject

Everybody reads (or sees?) the Csubject first, and it’s frequently one of the things that prompts the receiver to open and read the message. There is no doubt that the majority of readers “judge” an email based on the “Subject” line.

When anyone gets emails from non-contacts or strangers, many recipients base their decision to open the email on the topic. Most business partnerships have started with strong subject lines since it contains the email’s most precise content. Your email’s subject line should provide a brief overview of the message and indicate whether a call to action is required. Simply said, the receiver should be drawn in by your subject line enough to click on the email and read it.

Email Subject Examples:

#1- [URGENT] One day is all you have to view this.

#2- ? a surprise gift for you! {unwrap}

#3- These will help you grow your email list 10X faster. 

Advice on writing effective email subject lines 

  • Make your subject lines shorter. 
  • Make sure your email subject lines don’t include spam terms. 
  • Specify open-ended inquiries in the subject line. 
  • Specify the due date or deadline in the subject line. 
  • To encourage recipients to open your email, try using a teaser subject line. 
  • Give a strong command of your topic.

3. begin with a cheery salutation

Send off the email on a good note. Send the receiver a greeting that is appropriate for their location, the season in which they are receiving the email, or just a simple “Good day from…”

You can omit the welcome when the email becomes a conversation or an email thread with several back-and-forth answers. But when you send someone an email for the first time, the welcome makes the reader feel good, and you can be sure that they will respond in a similar manner.


It was nice to meet you at <………>

How are you?

I hope you enjoyed your weekend

I hope you’re having a wonderful day

I love your recent <work, project, video>

4. Give a brief background

Introduce yourself and explain the context of the email if it is your first time contacting the recipient. You must explain who the receiver is, how you know them, and why you are contacting them. When contacting someone you met at an event or a contact who was referred to you by a friend, for instance, make sure to include the name of the event or your buddy’s name along with the specifics of how you came to know the receiver.


It was great discussing with you about <>.

I am emailing you to take <> forward. 

I am reaching to you about <>. 

5. Describe the objective in a crux

This is the primary section of the email where you discuss the main point or objective of the correspondence. Make sure to use concise, unambiguous phrases for the main body of the email. When you are unsure of the recipient’s level of understanding in such areas, avoid using unnecessary jargon or too technical or industry-specific phrases in the very first email. Make sure to note in the email that you are contacting them as a result of your study or a recommendation from another person. The reader will be better able to comprehend the email’s context as a result. If you have a lot to say, it would be best to store the bulk of your email for later and only include the most crucial points.

Emails that are too lengthy risk being ignored by the recipient, which might prevent you from receiving the crucial response.

6. Mention the CTA

Every email is simply someone’s work list. Either a detailed response or action from the receiver is anticipated. In some circumstances, the receiver may need to introduce you to a person who can take action on the email. In any event, make sure to make explicit in the email what the recipient is expected to do. This should come right after the section of the email where you describe its main goal.

Calls to Actions to Use in Your Email Examples: 

Reply to the email with the following details. 

Claim your coupon

Start saving today

Download the eBook

Register for our webinar

Start your free trial

Take a survey

Follow us

7. Add closing remarks

To give your email the last polish, provide closing remarks in addition to the CTA. Use straightforward language without being overbearing, like in the instance below.

Examples :

‘Waiting for your positive response, to take it further’.

‘Looking forward to work with you on this’.

‘Feel free to call me on 123456, if you need more details’. 

8. Use appropriate signature

Don’t forget to finish your email with a professional signature. By include the necessary contact information in your signature, you can prove your credibility, role, and brand.

Use an email signature to identify your complete name, your position, and the business or brand with which you are affiliated when you are contacting someone for the first time. You may also connect to your company’s website and social media accounts. However, when an email grows into a lengthy dialogue, utilise basic signatures or set up a shorter signature for answers and forwards.

Put a “Sincerely” or “Regards” or “Best regards” at the end of your email.

You can mention your department and job in an internal email, but you should omit the corporate website and social media accounts. You should save two or three signature templates so you may use the appropriate ones when sending emails.

Email Signature Examples:

Rebecca Thomson,
Marketing Manager,
Zylker Inc.


Rebecca Thomson
Ph: +1 234 234 2345 

9. Run a sanity, grammar, and spelling check 

Once you’ve finished composing your email, read it once more from the perspective of the receiver to make sure everything makes sense. Include attachments if necessary. Use a spelling and grammar checker to quickly verify the email’s spelling, grammar, and phrasing. You might be shocked to see how spell and sanity checks in emails help even professionals. Make sure you catch the problem because terms that are frequently misinterpreted might result in embarrassing mistakes in emails.

10. Be careful while using CC or BCC

To keep additional important contacts in the loop, include them in the email cc/ bcc. For example, if you write an email to someone who was referred by another mutual friend, copy that common friend in the cc line, thank him/her for the introduction, then continue the email.

Unless you believe that their participation in future talks is unnecessary, it is generally not a smart idea to Bcc someone without the real receiver being aware. To archive the emails separately, you might occasionally need to add a compliance email address to the BCC list.

11. Consistent email formatting

A badly designed email not only reflects poorly on the sender but also makes the email harder to read. Make sure the font family and font face are the same throughout your email. For your emails, use a “professional” and “readable” typeface. To draw attention to certain parts of an email’s text, utilise the bold or underline style options. Most email providers include “Rich text editors” with a variety of formatting choices. In some circumstances, including tables in emails might help cut down on a lot of extraneous, bloated text.

To make sure your default font family and size match the choices for your signature, you can select “presets.” You may be confident that your emails are displayed to the recipients in a professional manner thanks to this.

12. Schedule your email 

The scheduling function in your email will ensure that your email reaches the recipients at the appropriate moment and captures their attention, even if you’re a night owl or work with individuals in different time zones. Even while individuals check their emails as soon as they wake up, they mostly do it to see whether there is anything urgent or really essential waiting for them. Most individuals don’t reply to emails right away; they wait until they are at their desks to do so. Therefore, sending an email during the recipient’s busiest working hours increases the likelihood that they will react right away.

Check the recipient’s timezone and schedule the email to be delivered at the appropriate time that corresponds to the recipient’s location and timezone by doing a little research.

13. Put follow-up reminders

Even after all your efforts, the receiver may have received your email and missed it, or occasionally even failed to open it. Set up email reminders to alert you if the recipient doesn’t respond to your email within a day or two of sending it.

Sometimes, a sincere follow-up email that reminds the recipient may do wonders. When someone misses the initial email or chooses to ignore it, they frequently respond to the follow-up email in the same discussion as opposed to sending another email on the same subject. The follow-up email can be brief and straightforward.

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