Email is one of the most widely used forms of written communication in the workplace because of its speed and efficiency. But only a few professionals are taught the skills to write effective emails that achieve impact. In this blog, we’ll examine some basic tips for writing well. But first, let’s look at the origin of emails. 

Email predates the Internet. It was never invented; it merely evolved from very simple beginnings. The early email was just a small advance on what we know these days as a file directory – it just put a message in another user’s directory where they could see it when they logged in. The idea was that simple. 

The year was 1971 when Ray Tomlinson invented and developed electronic mail as we know it today, by creating ARPANET’s networked email system. The concept of nearly instantaneous communication between machines within an organization proved so beneficial and practical that the concept soon began to spread.

It was initially seen as a speedy way for ARPANET programmers and researchers to keep in touch – particularly targeted at those who can’t be relied on to answer their phones. But Tomlinson raised the usefulness of computers to such a new level that they soon became accessible to the mass public.

Today, the art of writing an email professionally is an important skill every career person must master. Before you click send on that next email, examine these tips on how to communicate.

• Intentional Subject Line–Your subject is like an impression when you meet someone for the first time. Your subject line can either draw the recipient’s attention or make them ignore your email entirely. People make decisions on whether to read books from just the cover page, likewise, people glance at the subject heading before they open your email.  Before you write the subject line – think about your intentions. The subject line should summarize why you are contacting them. Remember to keep it short and sweet; 20-30 characters is just enough otherwise the copy is hidden from view.
• Proper Salutation–One should open the email with an appropriate salutation. This should be a gender-neutral greeting; one should not assume anyone’s gender. If you are unsure of the receiver’s gender, just use “Dear” or ‘Hello’  followed by their first name.’  By addressing the recipient by their name, you can increase open rates and CTR up to 35%. After all, interactions like this can make or break a deal, win over potential new customers, and build relationships. Take extra care to ensure the spelling of the recipient’s name is correct. Double-check names as it is an irritant to many to see their names misspelt.
• Structured Body–There are no conventional formulas for writing the body of the email because this varies according to the function of what you need to communicate. But nobody likes reading long paragraphs; the general rules are that the text should be divided into short paragraphs that avoid abbreviations and acronyms.  Breaking down oppressive columns of text into chunks makes it easier for the reader to digest. Also use subheadings, bold, underlining and bullet points as visual aids. Going the extra mile to be considerate to the recipient will help build relational capital in a digital age where you may never meet in person the email recipient yet a relationship needs to be established. Make your emails a delight to receive rather than evoke a groan due to poor formatting or oppressive long columns of text. 
• Appropriate Sign-off– This is where you identify yourself by name, title, and any other information relevant to your communications.  Some appropriate closers are ‘Best regards’ and  ‘Thank you’.  Most email programs allow you to set a fixed signature automatically added to the end of every email you send. A professional email signature template consistently applied across your entire company also impacts email etiquette in a business setting. Ensure you have a call to action clearly outlined towards the end of the email. The top and tail of the email are both important as the top makes a first impression and the tail leaves a lasting impression.

Here are some more tips to further enhance your email writing skills:

1. The email should be polite, strike the right tone, and be positive.  Read the email again before you send it and think about how it will make the recipient feel.
2. Spell check and tone check with the help of AI tools like Grammarly.
3. Avoid repetition of words and excessive use of exclamation marks.
4. Always make it easy on the eyes with bullet points, spacing, and marking important things like date, time venue, etc in bold.
5. It should be as comprehensive and easy with language. Avoid using heavy words and jargon just to impress the receiver.
6. Do not forget attachments. Always check for the links and permissions for heavier attachments.
7. To get prompt replies, always ask the right questions in your email.
8. Ensure you are sending the email to the right person. Do your research.

Emails are a great way to open doors. Remember the humble email is a building block to building great relationships.

Curzon PR is a London-based PR firm working with clients globally. If you have any questions, please feel free to contact our Business Development Team [email protected]