Email continues to be a primary means of business communication, yet many struggle to write emails that are clear, concise, and actionable. Mastering this skill helps ensure your messages are read, understood, and elicit the desired response. This guide covers proven techniques for crafting professional, high-impact emails.
Optimize Subject Lines
The subject line is the first thing recipients see and determines if your email will get opened.
- Convey key context upfront. Subjects like “Meeting notes” are vague. Go with something like “Summary of our meeting with Acme Co on August 5th.”
- Keep subjects under 50 characters so they don’t get cut off on mobile. Frontload the most important details.
- Use keywords meaningful to your audience. For example, “Deadline extension request” rather than just “Request.”
- Avoid overused phrases like “Urgent”, “Important”, or “Follow up.” Only use these if truly time sensitive.
- Pose questions or include calls to action when applicable. “Can you review the attached documents?”
A compelling, benefit-driven subject line gets your email read and response rate up.
Clearly State Purpose in Opening
Don’t make recipients hunt for why you’re emailing. Establish context and purpose up front.
- Open with a specific reason for writing if responding to a prior discussion. “Following up on our call about the Smith account this morning…”
- For one-off outreach, explain who you are and why you’re contacting them. “I came across your presentation on disruption in our industry, and wanted to connect…”
- If making a request, declare it right away. “I’m emailing to request an extension on the Johnson report submission deadline until March 1st.”
- Share necessary background if complex. Quickly summarize prior conversations, attachments, or events.
Spelling things out directly leaves no ambiguity around your intentions and desired next steps.
Structure Content in Short Paragraphs
Chunking content into short paragraphs makes emails easier to digest quickly.
- Limit paragraphs to 3-5 sentences at most. Include line spacing between each one.
- Organize into logical sections using headings and list formatting when helpful.
- Place critical info like deadlines, action items, and key questions up top.
- Use bullet points for lists of data, recommendations, specs, action steps, etc.
- Close with a summary paragraph recapping major points or next steps.
This format keeps points concise while allowing white space to draw the eye.
Minimize Unnecessary Words
Writing concisely requires eliminating unnecessary words. Streamline your language.
- Cut filler words and phrases like “very”, “in order to”, “the way that”, etc.
- Look for redundant phrases. “Advance planning” can become just “planning.”
- Limit use of intensifiers like “extremely”, “totally”, or “obviously.” Let facts speak for themselves.
- Avoid overusing pronouns like “I” and “you.” For example, instead of “I recommend that you…” simply state “Recommend…”
- Curb excessive adverbs. Use strong verbs instead, like “sprint” vs “run quickly.”
Every word should serve a purpose. If a sentence reads well without one, remove it.
Adopt a Friendly yet Professional Tone
Email tone must balance professionalism with enough friendliness to build rapport.
- Maintain politeness. Open with a greeting like “Hi Bob,” and close with a thanks or best regards.
- Mirror the recipient’s style. Keep it more formal with conservative language until they demonstrate otherwise.
- Express enthusiasm and positivity. But avoid effusive language like “I’m so excited to…” unless you know them well.
- Use active voice with simple language. “We recommend…” not “It is recommended that…”
- Add a personal touch when appropriate. Congratulate a promotion, wish safe travels, or reference a prior interaction.
Finding the right tone comes down to understanding audience expectations and preferences.
Proofread Every Message
Nothing diminishes professionalism like sloppy mistakes. Set every email aside after writing to proofread carefully before sending.
- Double-check that the right recipients, subject line, opener, and signature are present.
- Read slowly line-by-line watching for typos, grammar issues, missing words, and repeated text.
- Check for unclear references or acronyms that the recipient might not know.
- Look at formatting. Are sections logically ordered? Does line spacing enhance readability?
- Print and read hard copies for longer emails to catch things you might miss on-screen.
Taking this time protects your credibility and prevents miscommunications down the line.
Table: Do’s and Don’ts for Email Writing
| Dos | Don’ts |
|---|---|
| Optimize subject line with keywords and calls to action | Use generic or misleading subject lines |
| Clearly state purpose and make requests upfront | Bury reason for email deep in message |
| Use short paragraphs organized with headers | Write long blocks of text without visual breaks |
| Eliminate unnecessary words and phrases | Use excessive wordiness or formal language |
| Mirror recipient’s tone from professional to conversational | Let tone be too stiff or too casual |
| Proofread every email before sending | Send without checking for errors and clarity |
Frequently Asked Questions
How long should a professional email be?
Aim to keep workplace emails under 5 short paragraphs or around 200 words maximum. Emails over 400 words become difficult to digest. Adjust length higher for deep topics with key stakeholders.
What are some alternatives to saying “I hope this email finds you well”?
That common email opener has become cliché and prelude to a sales pitch. Better options are “Best regards”, “Sincerely”, “All the best”, or a simple proprietary closing like “Best, [Your Name]”.
Should I avoid using “I” in emails?
Don’t go overboard in avoiding first-person pronouns. Using “I” and “we” in moderation can make your emails sound more friendly. Just focus on limiting unnecessary uses where statements like “The report is complete” work fine.
How can I improve responses to my email outreach?
Use clear subject lines indicating why you’re reaching out. Establish common ground and communicate benefit. Make it easy to respond via straightforward yes/no questions or clickable calendar links. Follow up once or twice with non-responders.
What are some best practices for email signatures?
Signatures should include your full name, title, company name, phone number, website, and mailing address. Keep design simple with 1-2 links max. Avoid taglines or quotes. Your name should appear on a line by itself after the message body.
