Writing a Professional and Effective Email: 6 Things to Remember

We receive and send emails everyday, but how can you ensure that your recipients are opening your emails? Here are some important things to remember before you send out your next email:

1. Clear, Concise Subject Line

Try to avoid letting your subject line look like spam mail. With that, avoid all caps and overusing punctuation. It should be able to quickly summarize the email, and if there’s something they might need to click on in the email, then mention it.

2. A Proper Greeting, Why It’s Important

Some people send out emails without any form of greeting. However, without sending out a formal greeting, it is unlikely the recipient is going to read the email. This is important especially since it’s hard to determine who the email is addressed to with CCing and “Reply to All” functions. Another thing to consider is that this will be part of the preview line of the email after the subject line.

3. The Body Text: Only the Essentials

Once it reaches over a paragraph or two, the chances someone is going to read the whole email are low. Keep rambling to a minimum, and be straight forward. Surveys have found the average American office worker has received average of 121 emails a day. So, a three paragraph email is definitely something they don’t have time for. If you’re talking about certain files or websites that the recipient needs to access, attach the files or insert the links for them to find. When it comes to inserting links, try to convert text into a link, rather than just pasting the whole link in the email. It makes things easier to read. For example, “Click here for the Pearce Center website.”

4. Avoid the Reply All Button

Unless it’s absolutely relevant to everyone, try to keep the recipients of your emails specific. You’re more likely to get a response from a smaller group.

5. Close with a Clear Statement of Action

After an email of providing all this information, the most important thing to do before you finish you email is to make clear exactly what kind of response or action you need taken.

6. Signature

Make sure you have something more than just your name in your email signature. An email signature is important to have, with your name and the position you hold within the entity you’re sending this email for, so that the recipient knows exactly who is addressing them. If you’re a student, you can include your name, college and major, and maybe a position in an organization you’re part of.


Written By: Eileen Flood


  • Indiapostad
    Posted at 16:06h, 22 June Reply

    Really very useful post.. thank you

  • Hazel Jen
    Posted at 11:07h, 17 July Reply

    I would like to share my thoughts about your piece of words. These are really amazing please keep writing because your words really helping out to improve my knowldge. thanks

  • umar
    Posted at 14:35h, 20 July Reply

    This article really helpful and all the details were of my need. Thanks, it took me 3 hours to search this article

  • David d
    Posted at 12:17h, 08 August Reply

    Excellent information. Thank you. This is concise and helpful. Cheers. Dave

  • Mommy Papa
    Posted at 08:00h, 15 September Reply

    I would like to share my thoughts about your piece of words. These are really amazing please keep writing because your words really helping out to improve my knowldge. thanks

  • Dmitriy Chernov
    Posted at 13:23h, 20 September Reply

    Thanks for your post. And yes, you are right. Now very often in the letters that come to us there is no culture of writing and communication in general. Mailing settings must be taken very seriously if we want to get results and interaction.

  • Kassie
    Posted at 22:58h, 21 September Reply

    Thanks for another great post. The place else may anyone get that type of info
    in such an ideal manner of writing? I’ve a presentation subsequent week,
    and I’m at the look for such info.

  • web news
    Posted at 15:17h, 04 October Reply

    Magnificent site. Plenty of helpful info here. I’m sending it to
    a few buddies ans additionally sharing in delicious.
    And obviously, thank you for your sweat!

  • bizZone
    Posted at 20:04h, 03 December Reply

    Woah! I’m really loving the template/theme of this site.
    It’s simple, yet effective. A lot of times it’s tough to
    get that “perfect balance” between user friendliness and
    appearance. I must say you’ve done a very good job with this.
    In addition, the blog loads super quick for me on Firefox.
    Excellent Blog!

Post A Comment