How to write an effective email

by Sanju
How to write an effective email

There’s something monumental about sending an email that other forms of communication don’t always have. That task can seem even more daunting if you are a non-native English speaker.

You can send or receive emails if you have a Google account and are logged in to your Gmail inbox. If you need to send an email to someone, you should use the Compose Mail link in Gmail. In addition to using other features, you can format your message in a variety of ways to make it appealing to the recipient’s eye.

This article will provide you with some useful tips to help you improve the overall quality of your emails, regardless of your point of view. After you’ve used these simple strategies to improve your writing, you should be able to confidently send emails to anyone without experiencing post-send anxiety.

How to write an effective email

1. Make use of a professional email address.

Assume you are a hiring manager who receives the following two emails:

From: cute dog [email protected] and

From: email [email protected]

Which email are you more likely to open and read, and who are you more likely to hire? Given that all other parameters are the same, the answer is obviously the second person. Make certain that non-personal emails are sent from a professional email address. Whether you’re applying for a new job or simply contacting customer service to get your questions answered, the email address you use helps you gain the trust of a new recipient.

You can use email generator for Gmail but, it is strongly advised to use a custom domain-based email address when sending official correspondence or emails to business contacts. If you don’t have one, make sure your email address is professional and includes your name or the name of your company.

2. Select a topic that is simple and straightforward.

The email subject is the first thing anyone reads (sees?) in any email and is frequently one of the factors influencing the recipient to open and read the emails. Whatever is said, the majority of readers ‘judge’ the email based on the ‘Subject’ line.

In fact, when they receive emails from non-contacts or strangers, many recipients decide whether or not to open them based on the subject. It is the email’s most precise content, and most business relationships have started with great subject lines. Your subject line should be a brief summary of the email and should set expectations for the email’s call to action. In short, your subject should pique the recipient’s interest enough for them to open the email and read it.

3. Begin with a suitable greeting.

You should start the email with an appropriate greeting. The greeting consists of two parts: the salutation and the opening sentence. The appropriate salutation is determined by the situation. If you’re writing a formal email to a bank or government agency, you should begin with “Dear [X].”

If you’re sending an email to a friend or working in a casual setting, it’s perfectly acceptable to start with “Hi [name]” or “Hello [Name].” When sending an email to a group email and are unsure who will read it, use “To Whom It May Concern.”

4. Explain the context

If you’re emailing someone for the first time, introduce yourself and explain why you’re writing. You must explain how you know the recipient and why you are emailing them. When emailing someone you met at an event or a contact introduced by a friend, for example, include the name of the event or your friend’s name, as well as the details on how you know the recipient.

5. Explain the purpose of a crux

This is the main body of the email where you discuss the main point or purpose of the email. Make sure to write the main email content in short, clear sentences. When you are unsure about the recipient’s knowledge in those areas, avoid using unnecessary jargon or too technical/industry-specific terms in the first email. If you are reaching out based on research or a recommendation, make sure to include that information in your email. This will assist the reader in better understanding the context of the email. If you have a lot to say, communicate the most important points in the first email and save the rest for later.

6. Make use of professional signatures.

Remember to include a professional signature at the end of your email. Your signature establishes your authenticity, role, and brand, as well as the necessary contact information.

When emailing someone for the first time, include an email signature that includes your full name, role, and the company or brand with which you are affiliated. You can also include links to your company’s website and social media handles. However, if the email becomes a long conversation, use simple signatures – or configure a simpler signature for replies/forwards.

Sign off with ‘Sincerely,’ ‘Regards,’ or ‘Best Regards.’

7. Use CC/Bcc with caution.

To keep other relevant contacts in the loop, include them in the email cc/ bcc. For example, if you send an email to someone who was introduced by another common friend, copy that common friend in the cc line, thank him/her for the introduction, and continue the email.

In general, it is not a good practice to Bcc someone without their knowledge, unless you believe that future conversations will be irrelevant to them. To archive the emails separately, you may need to add a compliance email address in BCC in some cases.

8. Schedule and send your email

You might write an email ahead of time or during off hours. Scheduling an email can help you manage your time while also ensuring that you send your email at an appropriate time for the recipient. Every email client includes a scheduling feature.

You may also like

Leave a Comment