Software Guides, Tutorials and News

5 Tips for Writing an Effective Email

Like Up:
Like Down:
02 Jan 2021


Email messages come in several, including friendly messages that are sent to the people we love, professional notes as well as formal letters that are sent to customers. Email is one tool that has undergone different stages of transformation. Currently, it’s one of the commonest communication tools with Statista indicating that the number of email subscribers will hit 4.48 billions in the next five years. Today, thousands of companies worldwide are using email to market their brand. Although the popularity of email across the continent none questionable, there are chances that only a handful of your mails are serving the intended purpose. This because scores of your emails can go unanswered.

The fact that we all have email accounts is not a guarantee that we know how to compose an appealing email. It’s worth noting that creating credible content is the only reason that’ll make you attract your readers’ attention. According to DMA, only 1 out of 7 email subscribers believe that more than half of the emails that they receive are good for them. This means that more than 84 percent of subscribers are unsatisfied with the quality of the mails that they receive.

Although we all write a lot of emails, you may be surprised to learn that many people don't know how to compose a neat and tidy message that gets people's attention. Each time you create an email message there are two things that should be anticipated. That is, your message will receive a swift deletion or a prompt response. The former will apply to email that was casually designed making unattractive to customers. Let us now look at tips that will enable you to come up with a credible email.

5 Tips for Writing an Effective Email

1. Establish the Purpose of your Email

The first thing that you need to before you write your email is to outline the purpose of your email. This will include the specific action plan that your email is set to achieve. You’ll be expected to set your reasons more clearly in the subject as well as an introduction to the message. People should refrain from clicking on the compose button and start writing without taking time to figure out why you need to contact your clients. In order to identify the purpose of your email, these are the questions that should guide you.

Are you just updating someone?

Are you looking for immediate feedback?

Do you what your customers to perform a given duty?

Coming up with goals for your email is critical in ensuring you’re going to stick to the agenda of your mail.

2. Have a constructive subject line

It is important to realize that a subject line is an important part of your email since it determines if your content will be opened. Making your subject relevant is fundamental because it will address the needs of your prospects. Learn to treat your subject line like a hook that’s aimed at attracting the attention of your readers. It’s important to customize your message so that it can be aligned to the specific needs of your audience. More importantly, learn to use a straightforward subject line that’ll briefly identify the purpose of your email.

3. Make your identity be known

It is common knowledge that most people will love to read messages that come from people that they know. It must be remembered that there are 6 out of 7 chances that your message will be ignored by your audience since you’ve failed to identify yourself. Whenever you are sending an email to somebody that you don’t understand well, it’s advisable to include your full names in your text. Similarly, you can state the relationship that exists between you and the recipient for easier identification.

4. Always be direct to the point

Beating around the bush is something that’s spiteful not only with emails but also other types of writing. These habits need to be stopped unless you want your email to bounce. A lot of people that have this habit have a tendency of creating a negative impression with the recipient. In order to ensure that you’re not moving in circles, keep your emails as simple as possible. The majority of the readers would want to know the content of your email immediately they open it. It will be good to start your email with a brief greeting that’s followed by a comma.

Ensure that the next few lines of your email talk about the agenda of your email. In case it’s a response to another email, make sure that your response comes immediately while quoting the question posed in the original email. Another thing that you need to consider when composing an email is to avoid unnecessary words. Going for short sentences as well as paragraphs will do better for you. Above all, always learn to maintain an active voice because it shows commitment while aligning events to the current situations.

5. Ensure that your content is readable

There's nothing more important than having an email that can easily be understood. However, this has been the biggest challenge to most that are fond of commit grammar mistakes as well as use inappropriate fonts. Identically, the use of abbreviations together with writing your email using bright colors is recommended when it comes to emails. The only challenge is to ensure that they are properly used. Learn to proofread your email before sending it to ensure that there are no grammatical together with spelling errors. A point often overlooked by many writers but equally important is putting a break after a paragraph.


An email has become an important tool in business especially when it comes to marketing campaigns. It’s important to ensure that your email content is properly designed to avoid automatic deletion. If you want to come with credible email content, the above tips will help you to get started.

No comments yet...
Leave your comment

Character Limit 400