How to Start an Email

The Key Components of Writing Emails That Get Noticed and Read

Greetings, DAPPS Lovers! Writing emails is a daily routine for most people, whether for personal or professional communication. However, crafting a compelling and effective email can be a challenging task, especially when you are reaching out to someone for the first time. A poorly written email can lead to misinterpretation, miscommunication, and a lack of response. But don’t worry, we have got you covered with this guide to mastering the art of writing a great email.

Why Writing an Effective Email Matters

In a digital world, email has become one of the most popular forms of communication. With an estimated 3.9 billion daily email users worldwide, it is a powerful tool for building and maintaining professional and personal relationships. Writing an effective email can save time, avoid confusion, and improve your chances of getting a response.

Strengths

Effective emails can:

Strengths	Explanation
Capture Attention	When done correctly, emails can capture the reader’s attention and encourage them to engage with you or your brand.
Establish Rapport	A well-written email can help establish rapport, build trust, and strengthen relationships with the recipient.
Save Time and Money	An email is often a quicker and more cost-effective way to convey a message compared to other forms of communication such as phone calls or mail.
Boost Productivity	Effective email communication can increase productivity by facilitating the swift exchange of information and ideas among colleagues.

Weaknesses

While emails can be a beneficial form of communication, they can also have some drawbacks. Poorly written emails can:

Weaknesses	Explanation
Lose the Recipient’s Interest	If the email is not engaging, it can lose the recipient’s interest, leading them to delete or ignore it.
Create Misinterpretation	The tone or style of an email can easily be misinterpreted, leading to confusion and misunderstandings.
Offend or Disrespect	If an email is not composed appropriately, it can offend or disrespect the recipient, even leading to professional or personal implications.
Damage Professional Relationships	An inappropriate email can damage professional relationships and affect future communication changes.

15 Steps to Writing an Effective Email

1. Keep It Short and Concise

With busy schedules and overflowing inboxes, it is essential to keep emails short and to the point. Long and wordy emails can lose the reader’s interest and take up valuable time.

👍Do: Keep your emails brief and concise by getting straight to the point.

👎Don’t: Ramble, write too much or get sidetracked irrelevant to the topic of the email.

2. Use a Clear and Attention-Grabbing Subject Line

A well-written subject line can increase the chances of your email getting noticed and opened. The subject line should be clear and concise and provide an insight into the purpose of the email.

👍Do: Use a clear and concise subject line that describes the email’s content and captures the recipient’s attention.

👎Don’t: Use a vague subject line or one that is not relevant to the email’s content.

3. Begin with a Proper Greeting

Addressing the recipient with the right greeting, whether formal or informal can help establish a connection and set the tone for the email’s content.

👍Do: Begin your email with a greeting that reflects the level of the relationship or nature of the email.

👎Don’t: Use inappropriate or informal language that may offend or result in the recipient ignoring your email.

4. Make It Personal

Personalize your emails according to the recipient’s interests or industry. This shows that you care about their individual needs and makes the email more engaging.

👍Do: Tailor your email to the recipient’s interests, and make it more personalized and engaging.

👎Don’t: Send a generic and one-size-fits-all message, as it may not resonate with the recipient.

5. Get to the Point

The most crucial part of a good email is getting straight to the point. The opening line should state the purpose of the email or ask the recipient’s immediate question.

👍Do: Clearly state the email’s purpose, request, or question in the opening line of the email.

👎Don’t: Use vague language or beat around the bush before stating the reason for the email. This will cause the reader to lose interest and might disregard the email.

6. Use Simple and Professional Language

The language used in an email is essential. It should be simple, professional, and easy to understand.

👍Do: Use clear language, industry terms, and avoid technical jargon or slang when writing professional emails.

👎Don’t: Use overly complex language or inappropriate slang, as it may detract from the message and professionalism of the email.

7. Avoid Mistakes and Typos

Proofreading your email before sending it shows that you are paying attention to detail and increases the chances of your email being taken seriously.

👍Do: Check for spelling and grammatical errors, and double-check the email’s content before sending it.

👎Don’t: Send an email with obvious mistakes or typographical errors, as it creates an unprofessional image, and the email recipient may assume that you’re unorganized or careless.

8. Show Appreciation and Gratitude

Show appreciation and gratitude to the recipient by thanking them for their time or opportunity granted.

👍Do: Show appreciation and express gratitude in the email, even if they didn’t agree to your request, and acknowledge their contribution to your email.

👎Don’t: Take the recipient’s time and efforts for granted and come across as ungrateful or rude in the email.

9. Use Proper Sign-Offs and Closings

The closing of an email should be direct and appropriate for the level of professional relationship.

👍Do: Use appropriate sign-offs and closings according to the relationship or nature of the email, such as “Best regards” or “Sincerely.”

👎Don’t: Use informal sign-offs or closings, such as “XOXO” or “Cheers”, as it may result in loss of credibility and professionalism.

10. Include Relevant Attachments and Links

If you want your recipients to take specific actions after reading the email, ensure to attach relevant materials or links.

👍Do: Attach all relevant attachments or hyperlinks, giving more information for the recipient on the topic or subject of the email.

👎Don’t: Send incomplete information or expect the recipient to research and suggest links based on the email’s content.

11. Follow Up After Sending the Email

If the recipient doesn’t respond immediately, it doesn’t mean they are not interested. Follow-up is essential.

👍Do: Send a follow-up email after some days to remind the recipient of your previous email or politely ask if the recipient has further questions or concerns.

👎Don’t: Send too many follow-up emails and come across as pushy or rude in the email.

12. Keep the Email Professional

Remember the recipient received your email in a professional capacity. Thus, ensure to keep your email professional, avoiding topics regarded as unprofessional or personal.

👍Do: Stay professional and maintain the relationship in a formal context.

👎Don’t: Discuss or mention topics that may be considered inappropriate or offensive in a professional capacity.

13. Use Bullet Points

Using bullet points when communicating complex information in an email makes your message more easily readable and understandable.

👍Do: Use bullet points when providing instructions, directions or outlining important points to mitigate misunderstanding.

👎Don’t: Send a lengthy email without breaking it down using bullets or numbers as it will likely cause confusion and reader disinterest.

14. Keep Your Tone Respectful and Positive

The tone used in an email is imperative and should be respectful and positive, avoiding using a harsh or combative tone to elicit a positive response from the recipient.

👍Do: Use positive and respectful language to maintain a good relationship with the recipient, evading using a harsh or negative tone that could discourage the recipient from responding positively.

👎Don’t: Use harsh or negative language in the email, as it may result in creating animosity between the parties.

15. End With a Clear Call to Action

Always end the email with a clear call to action, informing the recipient of the next steps necessary after reading the email.

👍Do: End your email with a clear call to action that informs the recipient of the required next steps.

👎Don’t: End the email without a definitive call to action, as it may lead to confusion or a lack of response from the recipient.

FAQs

1. What is the Best Day and Time to Send an Email?

The best day and time to send an email depends on the recipient’s industry and location. Tuesdays, Wednesdays, and Thursdays continue to be popular days to send emails. Early morning or late in the afternoon, middle of the workweek tends to be the best time to send emails.

2. How Can I Make My Email Stand Out?

To make your emails stand out, use catchy and attention-grabbing subject lines, keep the emails short, personalize the message to the recipient and use bullet points and appropriate formatting.

3. How Important is the Subject Line in an Email?

The subject line is fundamental in an email as it is the first information that the recipient sees and determines whether they will open or ignore the email.

4. How Do I Know if My Email has Been Read?

Some professional email applications, such as Outlook, inform you if the email has been read through a ‘read receipt’ notification. However, not all email providers offer this feature.

5. What Should I Do if the Recipient Doesn’t Respond to My Email?

Send a polite follow-up email to the recipient inquiring if they received the email or politely ask if there’s anything they’re unclear about.

6. How Many Sentences Should an Email Have?

It is standard to have at least 3-4 sentences in a professional email. However, the number can be more, depending on the nature of the email and topic.

7. Is it Professional to Use Emojis in an Email?

While emojis can be a personal touch in an email, it is best to keep them to a minimum and only use them in informal emails.

Conclusion

Writing a compelling and effective email doesn’t have to be cumbersome. With the appropriate steps and attention to detail, you can craft a message that is attention-grabbing, clear, concise, and professional. Just remember to keep the email short, start with a proper greeting, personalize the message, provide accurate and relevant information, and end with a call to action. By following these essential tips, you will improve the chances of your email getting opened, read, and acted upon.

Thank you for reading this guide, and we wish you all the best in crafting effective emails!

Closing Words

DAPPS Lovers, We hope this guide has been helpful in improving your email writing skills. Always keep in mind that an email’s success depends on the recipient’s response and should be both engaging and professional. Remember, always take your time while drafting emails to avoid mistakes that may negatively impact the recipient’s perception of you or your organization.

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