Complete Guide: How to write an email

Complete Guide: How to write an email

Among the most used communication tools is email. As per Zippia, In 2022, 333.2 billion emails were sent every day around the globe. It is a quick and efficient method of correspondence that is utilized in almost every workplace. Professional emails can be used for a number of things, including information sharing and scheduling meetings. You can communicate more effectively at work if you know the best practices for email writing. This post will walk you through the process of writing an email while also discussing email format and email mistakes to avoid.

Tips for writing an email

When writing an email, keep these tips in mind:

  • Subject Line: Clearly and concisely state the purpose of the email in the subject line.
  • Greeting: Start with a proper greeting, such as “Hello” or “Hi”. If you have a formal relationship with the recipient, use a more formal greeting, like “Dear”.
  • Body: The body of the email should be clear, concise, and professional. Use bullet points or numbered lists to make information easier to read.
  • Closing: End the email with a closing phrase such as “Sincerely” or “Best regards”, followed by your full name and signature.
  • Attachments: If you are sending attachments, make sure to mention them in the body of the email and clearly label what each attachment is.
  • Tone: The tone of your email should be professional and appropriate for the recipient and the subject matter.
  • Proofread: Before sending the email, carefully proofread for errors in spelling, grammar, and clarity.

Email mistakes to avoid

Here are the common email mistakes to avoid;

  1. Improper subject line: A vague or misleading subject line can lead to the recipient ignoring the email or filing it under the wrong category.

  2. Unprofessional tone: Avoid using casual language, slang, or humor in professional emails.

  3. Failing to proofread: Typos and grammatical errors can make the sender appear unprofessional.

  4. Forgetting attachments: Mentioning attachments in the email without actually including them can lead to confusion and frustration.

  5. Sending to the wrong recipient: Double-check the recipient before sending to avoid sending sensitive information to the wrong person.

  6. Ignoring proper email etiquette: Failing to use a proper greeting, closing, and signature can make the sender appear unprofessional.

  7. Sending large attachments: Sending large attachments can clog the recipient’s inbox and may not be allowed by their email server.

  8. Using all caps or excessive punctuation: This can come across as shouting or aggressive in an email.

  9. CC’ing too many people: Only CC individuals who need to receive the email. Overloading someone’s inbox with unnecessary CCs can be overwhelming.

    How to write a short email

Format of an email 

A well-formatted email typically includes the following components:

  1. Header: The header includes the sender’s and recipient’s email addresses, as well as the date and time the email was sent.
  2. Subject Line: A brief and clear description of the purpose of the email.
  3. Greeting: A proper greeting, such as “Hello” or “Dear [Name]” to start the email.
  4. Body: The main content of the email, which can include text, images, tables, etc. Use clear and concise language and consider using bullet points or numbered lists for easy readability.
  5. Closing: A polite closing phrase, such as “Best regards” or “Sincerely”, followed by your full name and signature.
  6. Footer: A standard footer may include information such as your company name, address, phone number, and website.

Email Template

From: [email protected]

To: [email protected]

Subject: [Subject Line]

Dear [Recipient’s Name],

[Body of the email]

Best regards,

[Your Name]

[Your Company Name]

[Address, Phone, Website]

Email etiquette tips

Here are the things to know when preparing an email;

  • Use a clear and concise subject line: Make sure the recipient knows what the email is about before they open it.
  • Address the recipient properly: Use their proper name or title and start with a proper greeting, such as “Hello” or “Dear”.
  • Keep it professional: Avoid using slang, abbreviations, or emoticons in professional emails.
  • Be concise: Get to the point quickly and use bullet points or numbered lists to make information easier to read.
  • Use a proper closing and signature: End the email with a closing phrase such as “Best regards” or “Sincerely”, followed by your full name and contact information.
  • Respond promptly: Try to respond to emails in a timely manner, especially to urgent requests.
  • Be mindful of the tone: The tone of your email should be professional, respectful, and appropriate for the recipient and subject matter.
  • Proofread before sending: Check for typos, grammatical errors, and clarity before sending the email.
  • Avoid all caps and excessive punctuation: This can come across as shouting or aggressive in an email.
  • CC and BCC appropriately: Only CC individuals who need to receive the email, and use BCC when sending sensitive information to multiple recipients.

Example of professional email

Subject: Request for a Meeting to Discuss Project Proposal

Dear [Name of recipient],

I hope this email finds you well. I am writing to request a meeting to discuss the proposal for our upcoming project. As we have discussed previously, I believe it is important to meet in person to ensure that we are on the same page and that all details are thoroughly understood.

The purpose of the meeting is to review the project scope, timelines, and budget. I have attached the project proposal document for your review.

I would like to suggest a meeting on [Date and Time] at [Location]. Please let me know if this time and location work for you, or if you prefer a different time and place.

I look forward to talking to you soon.

Best regards,

[Your Name] 

[Your Company Name] 

[Address, Phone, Website]

In the above example, the email is written with a clear and professional tone. The subject line is specific and informative, and the body of the email clearly states the purpose of the meeting and the attachments. The email also includes a polite closing and signature.

 Example of a Follow-up Email 

Subject: Follow-up on [Previous Email Subject]

Dear [Name of recipient],

I hope this email finds you well. I am writing to follow up on the [Previous Email Subject]. I wanted to ensure that you received my previous email and that you had the opportunity to review the information.

If you have any queries or any other thing to discuss, please let me know. I would be happy to answer any questions and provide additional information as needed.

If you have already reviewed the information and made a decision, please let me know the outcome. I would appreciate a prompt response so that I can keep the project moving forward.

Thank you for your time.

Best regards,

[Your Name] 

[Your Company Name] 

[Address, Phone, Website]