Master the Art of Email: Tips for Starting Every Message Right
Email communication is an integral part of our personal and professional lives. It’s a primary tool for sending and receiving information electronically, making it a critical element in day-to-day communication. However, to stay ahead of the game, you need to master the art of email writing, and that involves a lot more than just hitting the send button. Your email’s opening sentence sets the tone, and it determines if your email is going to be read or deleted.
In this comprehensive guide, we’ll show you how to start every email message right, giving you tips and strategies on how to write effective emails that inspire action.
Who’s the target audience for this guide?
This guide is tailored to anyone who uses emails within their profession and would like to improve their communication skills. Whether you’re a seasoned office professional, an entrepreneur, or just starting in your career, this guide will give you the insights you need to start sending emails like a pro.
Here are the topics we will cover.
1. Subject line – The First Impression
The subject line is the first thing your recipient sees, and it’s the deciding factor on whether the email will be opened. So make it count. Keep it clear and concise while conveying what you want to say in a way that’s personal yet professional.
Tips for a great subject line:
– Make it short- about 5-7 words
– Use action verbs
– Be clear and concise
– Avoid spam words like ‘free,’ ‘deal,’ etc.
– Personalize it when possible
– Avoid using all caps
– Avoid using exclamation marks excessively
2. Addressing the Recipient – Get It Right
Addressing your email recipient correctly is essential. It sets the tone for the communication and gives you an added advantage to build rapport. Nothing makes an email more impersonal than not using the correct name or email address.
Tips for addressing your email recipient:
– When emailing an individual, use their first name
– When emailing someone you don’t know, use their official title (i.e., Mr., Ms., Dr.)
– Use the correct email address for the recipient
– Avoid using generic emails
3. Greeting – Personalize Your Email
In the initial moments of sending an email, it’s crucial to grab the recipient’s attention. Your greeting sets the tone for the rest of the message. Use this as an opportunity to show your recipient that you’re approachable and cordial.
Tips for the perfect greeting:
– Use the recipient’s name. It demonstrates that you know who they are and helps build rapport.
– Avoid using generic greetings like “Dear Sir/Madam.”
– Use gender-specific greetings.
– Use informal greetings for colleagues you know well.
– Use traditional greetings for new contacts.
– Avoid being too casual, especially in a professional setting.
4. Opening Sentence – Make it Count
The opening sentence determines the email’s main message and conveys its urgency. In essence, it’s the hook that draws your reader in. If your opening line fails to do so, there’s a high probability that the rest of the email will not be read.
Tips for an effective opening sentence:
– Keep it short and clear.
– Be explicit about the email’s purpose.
– Show the value proposition.
– Make it personal.
– Start with a question or a statement that creates interest.
– Use action words that inspire and encourage the recipient to take action.
5. Body of the Email – Keep It Concise and Add Value
Many people make the mistake of assuming that since it’s an email, they have free rein to write more than they would in an official letter. However, the opposite is true. In today’s world, attention spans are much shorter, and people want to get to the point quickly.
Tips for composing the perfect email body:
– Keep your message concise.
– Address the recipient’s pain points.
– Be specific.
– Use bullet points where relevant.
– Keep it light and conversational.
– Use engaging content, videos, and images to add value to your message.
6. Closing- End on a High Note
Closing your email may seem like the least essential part of the content. However, it’s equally as crucial as the opening sentence. By closing the email strongly, you improve the chances of getting a response, ensuring that your email gets noticed and acted upon.
Tips for composing an effective closing:
– Thank the recipient for their time
– Include a call to action
– Be specific
– Use professional sign-offs such as “Sincerely” or “Best Regards.”
– Avoid vague phrases like “Thanks in advance” or “hope to hear from you soon.”
7. Signature – Wrap It Up
Your email signature is a reflection of who you are as a professional. It conveys contact information, social media contacts and presents opportunities for follow-up, networking and building your brand.
Tips for The Perfect Email Signature:
1. Keep it brief – no more than 1-2 lines of text
2. Include your full name, position or title, telephone number and relevant social media handles.
3. Use a professional email service.
4. Use font sizes that make it easy to read.
5. Make sure your email signature is consistent throughout your organization.
8. Tools and Resources
There are thousands of tools and resources you can use to improve your email writing skills. These tools provide templates, tips, and metrics that can help you tailor your approach to your specific industry and goal. Here are some great resources to get started.
1. Boomerang- for scheduling emails
2. Grammarly- for grammar and spell check
3. Google Docs – for collaborative writing
4. MySignature- for email signature creation
9. Take Action
Writing effective emails is not easy, but with the right approach, you can master the art of email writing. Keep these tips in mind, and you’ll not only create a professional impression but also improve your chances of receiving a response from your recipient.
Thanks for reading!