Wondering how to improve your email writing skills? Keep reading this email:
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 I can write an email that gets attention?”
We live in the age of texting conversation and social media, but email is still the most favorite communication medium for business and the professional world.
But honestly, I say – It’s not easy to get people to read and act on your email. Email writing is a skill.
According to the 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 exciting email is an essential skill. But how can you write emails that will get results for you?
In this article, you’ll discover:
- 9 email writing tips to structure your email.
- Real-life examples (with screenshots).
Now jump right into crafting an email:
Email Writing Tips
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.
I ask two questions to myself before writing an email:
- How can this email add some value to the reader’s life?
- What I want the reader to do (Call to Action)
You’re not clear about 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 helps me to decide whether to read the news or turn another page:
And I believe you also do this.
Take your subject line as the headline of your email. The subject line is the first thing your reader sees and decides whether to open your email or skip.
Take some time to craft a clear and concise subject line that encourages 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 their 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 web site’s design is 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 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:
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 explains the 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 tones.
- 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 guides readers what you want them to do.
Ask a straightforward question OR tell them what the next step is?
Take a look at this email I sent – One Clear Question.
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 queries?
Please drop your views in the comment section below. I’d love to hear from you.