9 Quick Ideas to Improve Your Email Writing Skill (And Get Reply)

email writing skills

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Last week, I met with one of my dear friends in a coffee shop and she asked me this:

“Hey, I recently sent emails to my clients and prospects but I merely got a single reply. Would you tell me how can I write an email that get attention?”

We live in the age of texting conversation and social media, but email is still the most favorite communication medium for business and professional world.

But honestly, I say – It’s not easy to getting people to read and act on your email. Email writing is a skill.

According to Radicati report, an average professional receives around 94 emails each day. And Sendmail survey found that email has caused tension, resentment, and confusion for 64% of working professionals.

That’s why writing a good, clear, and interesting email is really an important skill. But how can you write emails that will get results for you?

You’ve come to the right place. In this article, you’ll discover:

  • 9 Elements to structure your email.
  • Real life examples (with screenshots).

Now jump right into crafting an email:

#1. Keep Your Purpose Clear In Mind Before Writing

Write the email with your clear objective in mind. If you don’t know why you’re writing this email, you can’t achieve the desired results.

“How can I do this?” – I hear you ask.

Here’s the technique I use before writing an email: I ask two questions to myself.

  • How can this email add some value to reader’s life?
  • What I want the reader to do (Call to Action)

You’re not clear with your objective. There’s a delete button for a reason.

#2. Write a Clear Subject Line that Tells What’s the Point

Every morning I read the newspaper (or you can say I scan it). There’s only one factor that help me to decide whether to read the news or turn another page:

The Headline.

And I believe you also do this.

Take your subject line as the headline of your email. Subject line is the first thing that your reader see and decide whether open your email or skip.

Take some time to craft a clear and concise subject line that encourage the recipients to read your message. Never mislead your readers.

Take this example:

Important Email: Your $100 Check Inside!

I got this email last week and found that the email is nothing to do with the subject line.

Marked as Spam.

Don’t be that guy.

Here’s a good example:

Announcement: WP Page Builder stable version arrives

This subject line clearly tells the point of email – What I’m going to get out of it.

#3. Start Your Email on a Personal Note

Address your recipients by her name because people love to see their names or something that wink their identity.

Don’t just say “hope you’re doing well”, say something personal such as:

“Your website’s design is absolutely brilliant…”, or “Your article about [Topic] was excellent…” Or “Looks like you started new service/project…”

Do your homework. Making your email personalized can warm up your whole message.

Take a look at this email I sent recently:


#4. Your First Paragraph Must State Your Purpose Clearly

Your readers are busy and receive so many emails, so don’t waste their time. Don’t write really long or confusing emails,

So get to the point quickly in your first paragraph. Show them why you’re reaching out to them.

Check out this example:

First Paragraph

#5. What Value Your Email Is Offering

Show benefits in your email. Remember features tell, but benefits sell.

Your every email should provide some value to the reader. Explain the benefits in your email clearly.

Check out this email which explain benefits clearly:


#6. Structure Your Email in Proper Way

Don’t read long and complicated sentences and paragraphs. Keep your readers in mind and make it easy to read.

  • Use simple words and natural tone.
  • Break the long content into bullet points.
  • Use subheads (if needed)

#7. Include a Clear Call to Action

Do you want a response? Include a clear call to action in your message which guide readers what you want them to do.

Ask a clear question OR tell them what’s the next step?

Take a look at this email I sent – One Clear Question

Call to Action

#8. Add a PS

Let me reveal a secret: PS (postscript) is one of the most read parts of your email. You can use PS to add a sentence or short paragraphs. It acts as an additional call to action.

Here’s an example:


#9. Read It Twice Before Sending

Done with your email writing? Is the email crucial? Don’t send it right away.

Save it in your draft folder and get a cup of coffee for yourself OR take a 5-minute walk.

And review it again with new eyes. Yes, it works!

Spelling errors and incorrect information reduce the effectiveness of your email. Once you’re sure that your email is clean,  you’re ready to hit the send button.

It’s Your Turn

I hope you find these methods helpful. Want to share any ideas for email writing? Or do you have any query?

Please drop your views in the comment section below. I’d love to hear from you.

I’m a writer, Introvert storyteller, and digital marketer. I've been featured on Jeff Bullas, MarketingProfs, Entrepreneur, Customer Think, HuffPost, Thrive Global, Write to Done, SEMrush, Shout Me Loud, and Addicted 2 Success! I'm an avid reader and movie buff. Let's connect on Social Media.

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  1. Great information you share on this blog. Email writing is important. It is very supportive and useful post. I would like to visit the post once more its valuable content.

  2. Whether you re self-employed, freelancing or the owner of a small business, you could be handling countless numbers of emails every single day. These tips will help you improve your email writing skills.

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