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How Writing Email Correctly Improves Business Outcomes - Include 21 Tips and Examples

Learn how to write effective emails. This post includes 21 practical tips and examples, guiding you through effective email strategies for impactful communication and better business results.
Written by
Vikas Jha
Published on
January 19, 2024

Introduction to Email Writing

Email Writing Essentials: The Power of a Well-Written Email

Effectively writing an email is a key professional skill for maintaining robust business communications.

A well-crafted email reflects your professionalism and can significantly influence your interactions with hiring managers, colleagues, or new clients.

It's not just about conveying a message; it's about doing so in a manner using formal language that is clear, respectful, and impactful.

Key Elements:

  • Subject Line Clarity: Your subject line should precisely preview the email content. It's essential for catching attention and avoiding the spam folder.
  • Conciseness and Relevance: Keep your email focused and on point. Address the main topic without deviating into irrelevant areas.
  • Tone Appropriateness: Adopting the right tone is key to effective communication, whether a formal email to a busy person or a casual follow-up email.
Role Impact
Sales Professional Enhances communication with clients, boosting sales pitches.
Project Manager Streamlines project coordination and fosters team cohesion.
Customer Support Improves customer satisfaction and query resolution.
Executive Assistant Facilitates efficient communication for the executive.
Marketing Specialist Strengthens brand communication and engagement.
Human Resources Streamlines internal communication and employee relations.
IT Specialist Facilitates clear issue reporting and resolution.
Team Leader Enhances team collaboration and task management.
Entrepreneur Elevates networking and partnership-building efforts.

Professional Email Address: Establishing Credibility

A professional email address is your digital identity in the realm of business communication.

It's more than a means to send messages—it's a representation of your professional presence.

An appropriate email address not only establishes credibility but also ensures your correspondence is taken seriously.


  • Reflecting Your Professional Identity: Choose an email address that resonates with your job title or professional role, enhancing the immediate recognition of your position or expertise.
  • Consistency Across Channels: Ensure your email address is consistent on all professional platforms, from your company website to your email signature.
  • Avoiding Common Errors: A simple, clear, and professional email address is far more effective than a creative but unclear one. It’s not just a matter of avoiding a poorly written email, but about ensuring your email is opened and read.

By integrating these practices into your email writing routine, you will not only convey your messages effectively but also fortify your professional image.

Each email message you send is an opportunity to reinforce your credibility, enhance your professional relationships, and contribute positively to ongoing business dialogues.

Mastering the Art of the Subject Line

Crafting Compelling Subject Lines

The subject line of an email is the first impression you make on your recipient.

It’s a critical component in an email chain in the realm of how writing email that can determine whether your email is opened or ignored.

Crafting a subject line that captures attention is an art form that combines creativity with strategic thinking.

Key Strategies:

  • Brevity and Clarity: A subject line should be concise yet descriptive. Think of it as a headline that sums up your email’s main point.
  • Personalization: Personalized subject lines, including the recipient's name or a reference to a recent interaction, can increase the likelihood of your email being opened.
  • Avoiding Overused Phrases: Steer clear of clichéd phrases or overused sales language. Instead, opt for language that speaks directly and honestly to your recipient.
  • Length of Subject Line: A good rule of thumb is to aim for a subject line length of 40-45 characters to ensure it's visible on most devices. Also, remember to place your most crucial information or offer at the beginning of the subject line, where it's least likely to get cut off.

Email Subject Line Strategies for Various Scenarios

Different scenarios call for distinct subject line approaches.

Whether it's a follow-up email, an initial email to a new client, or a group email, each situation demands a unique strategy.

For Various Email Types:

  • Job Application Emails: Use a subject line that clearly states the purpose, like 'Application for [Job Title] – [Your Name]'. This is direct and informs the hiring manager right away about the email's content.
  • Business Communication: For professional emails, especially when writing to multiple people, ensure the subject line accurately reflects the email's body and is relevant to all recipients.
  • Networking Emails: If it’s an email after a networking event, a subject line like 'Pleasure Meeting You at [Event]' can be effective. This reflects a personal touch while reminding the recipient of where you met.

Balancing Creativity with Professionalism:

  • Creativity in Formal Emails: A creative subject line can make your email stand out even in a formal email. For instance, 'Elevating Our Collaboration: Proposal Inside' for a business proposal.
  • Urgency without Spammy Tactics: If the email is urgent, communicate this in the subject line without resorting to all caps or excessive exclamation points. A simple 'Response Needed: [Topic]' can work effectively.

For more insights, explore our in-depth articles that provide a wealth of tips and strategies:

  • Cold Email Strategies: Understanding how to write subject lines for cold emails can significantly impact your open rates. Learn more in our detailed guide here.
  • Perfecting the Cold Email: Discover 7 tips for crafting the perfect cold email subject line to increase your chances of engaging your recipients.
  • Follow-Up Emails: The subject line in a follow-up email is crucial. Find the 7 best follow-up subject lines to boost your response rates.
  • Cold Email Variations: For a broader perspective, check out our article on various cold email subject lines and how they can be tailored for different scenarios.
  • Sales-Focused Emails: If your emails are sales-oriented, understanding email sales subject lines for sales can be a game-changer in your communication strategy.
  • Subject Line Testing Tools: To further refine your subject lines, explore these 11 best subject line tester tools that can help you optimize for the best results.

Each of these resources offers valuable insights into the nuances of crafting subject lines that resonate with your audience, enhancing the impact of your email campaigns to save time.

How to Write Subject Lines for Cold emails (Contains 136 Ready to use Subject lines)

Your ultimate guide to crafting attention-grabbing, click-worthy, and downright irresistible email subject lines.

Claim Your Edge!

Structuring Your Email

Greetings and Formal Salutations: Setting the Tone

Every email begins with a greeting, and this initial interaction sets the tone for the entire message.

Whether you're writing a formal email to a hiring manager or a more casual note to close colleagues, the choice of salutation can make a significant difference.

  • Formal Emails: Start with 'Dear [Name]' or 'Dear Mr./Ms. [Last Name]' for a professional touch, especially when addressing someone for the first time.
  • Casual Emails: 'Hi [First Name]' works well for recipients you have an established relationship with. It's friendly yet professional.
Relationship Tone How to do that
Investor Formal and Direct When communicating with investors, use formal language and get straight to the point. Provide key financial metrics and projections. Example: "Dear [Investor], We are pleased to share our quarterly financial report. Our revenue has increased by 15%, and we anticipate continued growth in the next quarter."
Client Professional and Personable For client communications, maintain a professional tone while adding a personal touch. Acknowledge their specific needs. Example: "Hello [Client], We appreciate your partnership. Our team is dedicated to delivering tailored solutions to meet your unique requirements."
Colleague Friendly and Collaborative When interacting with colleagues, adopt a friendly and collaborative tone. Encourage open communication. Example: "Hi [Colleague], Let's collaborate on the upcoming project. Your insights and contributions are valuable to our team's success."
Supervisor Respectful and Informative When communicating with supervisors, maintain a respectful tone and provide informative updates. Example: "Dear [Supervisor], I wanted to update you on the progress of the project. We've achieved key milestones and are on track to meet deadlines."
Prospective Client Engaging and Solution-Oriented Engage prospective clients with an inviting tone and focus on solutions. Example: "Hello [Prospective Client], We understand your business challenges and have crafted solutions to address them. Let's explore how our services can benefit you."
Business Partner Collaborative and Goal-Oriented With business partners, maintain a collaborative tone and align discussions with common goals. Example: "Hi [Business Partner], Our shared goals drive our collaboration. Let's discuss how we can mutually benefit from our partnership."
Vendor Clear and Transactional When dealing with vendors, be clear and transactional in your communication. Specify requirements and expectations. Example: "Dear [Vendor], Please provide a detailed quote for the specified services. We value transparency in our transactions."
Job Applicant Respectful and Encouraging When communicating with job applicants, be respectful and encouraging. Example: "Dear [Applicant], We appreciate your interest in our company. Your application is under review, and we will get back to you shortly."
Regulatory Authority Formal and Compliant Address regulatory authorities with a formal and compliant tone. Ensure adherence to regulations. Example: "To [Regulatory Authority], We are committed to compliance and promptly address any concerns raised during inspections."
Community Empathetic and Inclusive Communicate with the community in an empathetic and inclusive manner. Acknowledge diverse perspectives. Example: "Hello [Community], Your feedback is important to us. We are committed to creating a community that values and includes everyone."
Government Official Formal and Informational When communicating with government officials, maintain a formal and informational tone. Provide necessary details. Example: "Dear [Official], Attached is the required documentation for the upcoming project. Please let us know if further information is needed."

The Email Body: Clarity and Conciseness

The body of the message in your email is where you convey your main message.

This is where clarity and conciseness play a crucial role.

Whether you're discussing a job application, a new client proposal, or company news, the goal is to communicate your message as clearly and directly as possible.

  • Be Direct: Start with your main point or purpose of the email. This respects the recipient's time and ensures that your key message is seen.
  • Use Bullet Points: To enhance readability, especially when listing items or important points, bullet points are highly effective.
  • Length of the Email: Based on the average reading speed of 250 words per minute and the maximum time of 30 seconds a reader is likely to spend on an email, the ideal length of an email should be approximately 125 words. This length ensures that your email can be read completely within the time frame that most readers are willing to allocate

Bullet Points and Lists: Enhancing Readability

Incorporating bullet points and lists into your email can significantly improve its readability. This is particularly useful when you need to convey multiple points, such as in a job application or when you write an email outlining a project's key steps.

  • Organize Information: Bullet points help break down information into digestible pieces, making it easier for the recipient to understand and remember the key points.

Writing Professional Emails: Tone and Language

The tone and language of your email are integral to how your message is perceived.

Whether you're writing an email to a busy person or scheduling a meeting, the way you express your thoughts can impact the response you receive.

  • Match the Tone: Adjust your tone according to the recipient and the email's purpose. A formal salutation and a positive tone can go a long way in professional emails.
  • Clear Language: Avoid jargon and overly complex language. Aim for simplicity to ensure your message is understood by everyone, regardless of their background.

Closing Remarks and Positive Tone in Sign-offs

How you end your email is as important as how you start it.

A well-chosen sign-off can leave a lasting impression on the reader.

Understanding the subtleties between different sign-offs, such as 'Best regards' and 'Kind regards', can be crucial. Explore the nuances in our detailed article on "Best Regards vs Kind Regards".

  • Positive Tone: End with a note of positivity or encouragement, especially in scenarios like a job application or follow-up email.
  • Appropriate Sign-off: Use 'Best regards' or 'Kind regards' for a professional yet warm closing. For more formal emails, 'Sincerely' or 'Respectfully' are suitable choices.

Crafting a Professional Signature

A professional email signature serves as your digital business card for email communications.

It should include essential contact information and, if applicable, a link to your company website.

  • Include Key Details: Your name, job title, and contact information are crucial. If relevant, include your company name and website.
  • Consistency is Key: Ensure your email signature is consistent across all professional communications.

Effective Email Communication Techniques

Tailoring Emails to Different Recipients (Hiring Managers, New Clients)

The key to effective email communication lies in understanding the recipient.

Writing an email to a hiring manager requires a formal tone and a focus on your qualifications and fit for the role.

For new clients, it's about establishing a relationship and showcasing your value proposition.

  • Hiring Managers: Tailor your job application emails to highlight your skills relevant to the job title. Include key details that resonate with the company’s ethos, often found on their company website.
  • New Clients: In your initial email, convey your understanding of their business needs. This personal touch can set the foundation for future conversations and a strong professional relationship.

The Strategy Behind Follow-Up Emails

Follow-up emails are essential in maintaining communication and demonstrating the right person has your ongoing interest.

Whether it's after a job application or a meeting with a new client, the way you phrase your follow-up email can influence the recipient's response.

  • Timeliness: Send your follow-up email at a strategic time. Use email scheduling features to ensure your email arrives at an opportune moment.
  • Content: Keep it concise yet impactful. A simple message thanking them for their time or reinforcing a key point from your conversation can be effective.

For more comprehensive strategies and examples, read our article on How to Write Follow-Up Emails - Proven Strategies With 45 Examples of Follow-Up Emails.

Scheduling Emails for Maximum Impact

Timing is everything in email communication.

Scheduling your emails ensures they reach the recipient at a time when they are most likely to be read and responded to.

  • Understanding the Recipient: Consider the recipient's timezone and typical working hours. For instance, an email to a busy person might be best sent early in the morning.

Email Thread Management and Professional Communication

Managing email threads is crucial for maintaining clarity and context in ongoing conversations.

It's especially important in professional settings where multiple people might be involved in a conversation.

  • Clarity: Keep the email thread focused on the same topic. Avoid introducing unrelated matters which can cause confusion.
  • Consistency: Maintain a consistent tone throughout the conversation. Professional communication should be the thread that ties all your emails together.

Email Etiquette and Best Practices

Adhering to Proper Email Etiquette

Proper email etiquette is crucial in maintaining a professional image.

It encompasses everything from the language you use to how you format your email signature.

To comprehensively understand what constitutes a common form of poor email etiquette, explore our article on What is Poor Email Etiquette? 22 Common Bad Examples.

  • Be Clear and Concise: Your email should be straightforward and to the point, ensuring clarity in communication.
  • Professional Signature: Include a professional email signature with essential contact details, job title, and company name.

Using CC, BCC, and Email Chains Wisely

The use of CC and BCC should be strategic, considering the relevance and privacy of the recipients.

  • Appropriate CC Usage: CC individuals who need to be in the loop but are not the primary recipients.
  • BCC for Privacy: Use BCC to protect the privacy of individuals in group emails, a crucial aspect of email etiquette.
When to Use BCC When to Use CC
Maintaining Privacy: When you want to protect the privacy of recipients by concealing their email addresses from each other. Transparency: When you want to keep multiple parties in the loop and ensure transparency in communication.
Bulk Emails: When sending emails to a large group where individual recipients should remain anonymous. Collaborative Projects: When multiple team members need to be aware of ongoing discussions or updates related to a project.
Sensitive Information: When sharing sensitive information and you want to prevent accidental 'Reply All' responses. Providing Updates: When you want to keep everyone informed about developments without necessarily requiring individual responses.
Avoiding Reply All: BCC helps avoid clutter in the recipients' inboxes by preventing unintended 'Reply All' responses. Networking: In professional networking scenarios where you are introducing people but don't necessarily expect ongoing communication between them.
Maintaining Neutrality: In situations where revealing all recipients might lead to conflicts or misunderstandings. Informing Superiors: When updating or informing superiors about a situation, allowing them to be in the know without direct involvement.

Balancing Formal and Informal Language

Matching the tone of your email to the context and recipient is key. A formal approach is necessary for new clients, while a casual tone may be suitable for regular contacts.

  • Adapt to the Context: Use a formal tone in initial communications and when addressing superiors. A casual tone is acceptable for regular contacts and peers.
  • Clarity in Email Threads: Use inline blocks for quoting previous messages to maintain clarity in ongoing conversations.

Avoiding Common Pitfalls in Email Writing

Email writing is prone to several common pitfalls that can affect the effectiveness of your communication:

  1. Vague Subject Lines: Not being specific in the subject line can lead to your email being overlooked.
  2. Overuse of Jargon: Using too much technical language can confuse recipients.
  3. Long-Winded Content: Lengthy emails often lose the reader's attention.
  4. Ignoring Email Etiquette: Neglecting basic manners like greetings and sign-offs.
  5. Poor Grammar and Spelling: This can undermine your professionalism.
  6. Not Personalizing: Failing to address the recipient by name can make the email feel impersonal.
  7. Overuse of High Priority Flags: This can desensitize recipients to genuinely urgent messages.
  8. Replying All Unnecessarily: This can clutter others' inboxes with irrelevant information.
  9. Not Formatting Correctly: Dense blocks of text are hard to read.
  10. Failure to Use BCC Appropriately: Exposing everyone's email addresses can breach privacy.
  11. Sending Without Proofreading: This can lead to misunderstandings if the message is unclear or has errors.

Technical Insights for Email Composition

Selecting the Best Email Service and Apps for Your Use Case

Choosing the appropriate email service and apps is crucial for effective email management, catering to various professional needs and ensuring secure, efficient communication.

  • Features for Consideration: Opt for email apps with functionalities like undo send and scheduling features, crucial for managing professional communications.
  • Security and Reliability: Select services renowned for robust security, vital for handling confidential information.

Formatting for Clear and Effective Communication

Proper email formatting enhances readability and professionalism.

For detailed guidance on formatting emails, refer to our article on How to Format an Email.

  • Web-Safe Fonts: Stick to web-safe fonts like Arial, Georgia, Times New Roman, and Verdana for universal compatibility.
  • Avoid Unusual Colors and Sizes: Steer clear of bright or unusual colors and maintain standard font sizes to ensure your email is easily readable, including on mobile devices.
  • Inline Blocks and Correct Field Usage: Use inline blocks for quoting within an email chain and correctly use 'To', 'CC', and 'BCC' fields to maintain clarity and etiquette.
Consistency in font usage

Managing Attachments and Hyperlinks

Effective management of attachments and hyperlinks is key to professional email communication.

  • Naming Attachments Correctly: Ensure attachments are correctly named for easy identification.
  • Limit Attachment Quantity: Avoid sending too many attachments in a single email to prevent overwhelming the recipient.
  • Hyperlinking Appropriately: Hyperlink correctly with relevant anchor text. Limit the number of links to 2-3, especially in cold emails, to avoid spam filters.
  • Attachment and Hyperlink Considerations: Keep attachments reasonably sized and ensure all hyperlinks are functional and relevant to avoid frustrating recipients.

Specialized Email Writing Scenarios

Writing Emails for Job Applications: Engaging the Hiring Manager

Crafting an email for a job application is about making a memorable first impression.

Your goal to write an email is to engage the hiring manager, highlighting how your skills and experiences align with the job title and the company's needs.

  • Personalize Your Email: Address the hiring manager by name if possible. This personal touch can set your email apart.
  • Showcase Relevance: Tailor your email to reflect how your skills meet the specific needs of the job. Including bullet points can effectively summarize your qualifications.

Initial Emails to New Clients: Making a Strong First Impression

When reaching out to new clients, your initial email sets the tone for future interactions.

It's your opportunity to start building a professional relationship.

  • Understand the Client: Research the client's business and mention how your service can add value. A clear understanding of their needs shows that you're not just another generic email in their inbox.
  • Be Clear and Concise: Keep your email focused on the main point. Offer a brief overview of how you can help and express eagerness for a future conversation.

Effective Group Email Strategies

Group emails, whether to a team, multiple people, or a broader audience, require a different approach to ensure your message is well-received and effective.

  • Use 'CC' and 'BCC' Wisely: 'CC' (Carbon Copy) should be used for those who need to be in the loop. 'BCC' (Blind Carbon Copy) is essential when sending to large groups to protect recipients' privacy.
  • Clear Subject Line and Message: Ensure your subject line reflects the content of your email. The email body should be concise, with key points highlighted for easy reading.

Additional Resources

Tools you can use to avoid Spelling and Grammar Errors

These tools can significantly enhance your writing by providing real-time suggestions, improving grammar, and ensuring clear and error-free communication.

Browser Extensions:


Platform: Chrome, Firefox, Safari, Edge, Opera

Features: In-depth grammar and spelling checking, writing style suggestions, tone detection, and more.

Link: Grammarly


Platform: Chrome, Firefox, Safari, Edge

Features: Grammar checking, style editing, writing analysis, and suggestions for improvement.

Link: ProWritingAid


Platform: Chrome, Firefox, Safari, Edge

Features: Grammar and style checking, multilingual support, and contextual suggestions.

Link: LanguageTool

Outlook Plugins:

Grammarly for Microsoft Outlook:

Platform: Microsoft Outlook

Features: Seamless integration with Outlook, grammar and spelling checking, and writing style suggestions.

Link: Grammarly for Outlook

ProWritingAid for Outlook:

Platform: Microsoft Outlook

Features: Grammar and style checking directly within Outlook, helping improve email communication.

Link: ProWritingAid for Outlook

SpellCheckPlus for Outlook:

Platform: Microsoft Outlook

Features: In-depth spell checking, grammar correction, and suggestions for better writing.

Link: SpellCheckPlus for Outlook

These tools can significantly enhance your writing by providing real-time suggestions, improving grammar, and ensuring clear and error-free communication.

Further Reading: Expanding Your Email Writing Expertise

If you're looking to really step up your email game and get a handle on all the ins and outs of professional email communication, you've got to check out these awesome resources. They're packed with everything you need to know!

Each guide offers valuable insights and practical tips, enhancing your ability to write impactful emails.

  1. Understanding the Core of Email Writing: Explore the fundamental principles with "What are the 5 Cs of Effective Email Writing?" This guide underscores the importance of clarity, conciseness, and other key aspects that form the backbone of any effective email.
  2. Dissecting Email Structure: Dive into "What are the 7 Parts of an Email and Why Each of Them Matters?" to understand the anatomy of an email. From the subject line to the email signature, each component plays a pivotal role.
  3. Crafting Perfect Outreach Emails: Learn how to create compelling outreach emails with "Craft Winning Emails with the Perfect Outreach Template." This resource is invaluable for those who often write to new clients or are involved in business communication.
  4. Effective Mass Emailing Techniques: "How to Send an Email to Multiple Recipients Individually: Simplify Mass Emailing"  offers insights into managing group email scenarios and ensuring your message resonates with each recipient.
  5. Starting Emails Right: Begin your emails on a strong note. "How to Start an Email: Effective Techniques" offers guidance on engaging your recipient from the first line, whether it's a formal email or a more casual message.
  6. Networking Through Cold Emails: For networking purposes, "Cold Networking Email Template and Everything You Need To Know!"  is a must-read. It covers everything from crafting the email to understanding the recipient's shoes.
  7. Comprehensive Emailing Guide: "Emailing: The Ultimate Guide to Crafting, Sending, and Analyzing"  is a deep dive into the art of email, emphasizing the importance of writing an email effectively and analyzing its impact.
  8. B2B Cold Emailing: For B2B contexts, "Cold Email Template B2B: Book More Meetings in 2024"  offers specialized strategies, particularly important for those targeting abc company or similar businesses.
  9. Mastering Follow-Up Emails: Elevate your follow-up strategy with "The 2024 Guide for Follow Up Email: Master the Art" (. This guide is essential for anyone from a busy person to a hiring manager, ensuring your follow-up emails are timely and effective.
  10. The Comprehensive Email Writing Resource: "The Art of Email: A Comprehensive Exploration of How Writing Emails Matters"  offers an in-depth look at the nuances of email communication, from formal language to crafting an email that resonates with the right person.
  11. Boosting Email Open Rates: Finally, for those looking to improve their email open rates, "In-Depth Guide: Techniques to Dramatically Increase Email Open Rates" provides actionable strategies, from writing compelling subject lines to optimizing the email body for engagement.

Writing First Drafts with AI

Drafting a persuasive email often involves refining your message to resonate with your audience. Incorporating AI-powered writing tools, such as ChatGPT, streamlines this process. These tools analyze your input, suggesting improvements to ensure your message is clear, concise, and aligns with your goals.

Challenges and Solutions:

  • Challenge: Initial drafts may lack impact.
  • Solution: AI tools enhance language, optimizing the persuasive elements.

Here is a list of AI tools you can use to write and customize the first draft.

Name (Website) Features Use Case
Grammarly Advanced grammar checking, tone suggestions, writing style. Refining overall clarity and correctness of email content.
ProWritingAid Grammar and style analysis, readability checks, suggestions. Comprehensive feedback on writing style.
Linguix Grammar and spell check, style and tone analysis, AI-driven writing improvement. Enhancing email content for professionalism and clarity.
WriteWise Email summarization, highlighting key points, saving time on email reading. Efficiently managing email communication.
Hemingway Editor Readability improvement, highlighting complex sentences, adverbs, and passive voice. Making emails more reader-friendly.
Automizy AI-powered subject line analysis, A/B testing for email campaigns, improving open rates. Optimizing email subject lines for higher engagement.
Write My Sentences AI-driven sentence suggestions, improving sentence structure and clarity. Enhancing the quality of email content.
Slick Write Grammar and style analysis, real-time editing, and proofreading. Polishing email drafts for professionalism.
AutoCrit Manuscript editing software, refining sentence structure and style. Applying novel writing techniques to email composition.
EmailAnalytics Email tracking and analytics, insights into email productivity and performance. Monitoring and optimizing email communication efficiency.

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