Write a subject line that summarizes the email. This line should clearly tell the purpose of your email in only a few words. Eliminate any filler words and place the most important ones up front. You want to make sure that the email’s importance is prioritized. The thing to remember is that the reader should be able to know everything that’s going to be in the email, without ever opening the email.
- If you’re following up on a meeting, say you’re following up on a meeting.
- If you’re marketing something, specify the reader’s takeaway and how you’ll deliver.
- If you’re applying for a job, state the job and your name.
Make the body of the email concise. Odds are your recipient is busy and doesn’t have the time to read through a long email. Make your sentences short and sweet and delete any information that doesn’t pertain to the topic of the message.
- The best way to approach this is to write the email by answering the questions, “Who am I? “What do I want? “Why am I asking this person? “Why should they do what I am asking? “What is the next step that I/they/we will need to take?”
Write a closing to your email. Closings include words or phrases such as “Sincerely,” “Best regards,” and “Thank you.” When to use each of these is dependent on the purpose of the email.
- ”Sincerely” is a more formal closing, and one used when you know the specified person’s name.
- ”Best regards” is also formal but used in a more general setting—if you don’t know the person’s name.
- ”Thank you” is more informal but is used to show gratitude to a recipient for something they’ve done for you in the past.
Proofread your email before sending. You want to make sure you keep your credibility. Most if not every business owner will completely disregard your email if it’s full of mistakes. If you can, have someone else read it for you before sending.