New Message Notification

7 Practical Tips for Well-Written Emails

Profile photo of Freedom Blogger Submitted by Freedom Blogger March 5, 2016

Did you know that people are expected to open 4.9 billion email accounts by the end of 2017, an Email Statistics Report for 2015-2019 shows.

Currently, there are 4.35 billion email accounts generated by 2.58 billion users. The annual growth is expected to be at least six percent for the years to come.

What do all of these numbers mean?

Whether you’re using email for business communication or promotional purposes, it’s important to make the most of this marketing tool.

Statistics show that 33 percent of people decide whether to read email on the basis of the subject line. Thus, every aspect of your email has to be perfect for it to impact people in the best possible way.

Want to learn how to write killer emails for business communication and marketing?

Follow these tips to make the most of your web-based interactions with others.


The Subject Line

People have a short attention span.

Many of them will refrain from exploring your emails if the subject line isn’t meaningful, catchy or niche enough.

For a start, remember to keep it short.

Subject lines having 30 or fewer characters maintain above average open rates.

Remember that many people take a look at their emails through a mobile device first. The small screen will cut a larger headline short. Thus, keeping it concise is the best way to stay relevant.

In addition, you have to make the subject line specific and interesting.

Avoid the words and terms that have already become clichés. Words like business offer, proposal, discount, sale or reminder don’t usually do the trick.

Use numbers, ask questions and make the message geographically-targeted.

Including the recipient’s name in the subject line can also increase the open rate.

Here are several examples of spectacular subject lines that work.

They’re creative, humorous and unexpected – qualities you should be aiming for when writing emails.

Start Off Strong

The first sentence will determine whether the recipient is going to go through with the entire email.

Always include a greeting and the name of the recipient at the top.

If you only have a generic greeting, chances are that people would think you’ve sent the same email to 10,000 other recipients. Personalization is the key to hooking your audience right from the start.

Get into the subject matter immediately.

People don’t have hours for pleasantries and introductions.

So, instead of writing:

Dear sir or madam (or even worse: To whom it may concern)

Start with:

Dear Mr. Smith,

I’m writing to follow up on a meeting you’ve had with our customer representative on July 24.

Telling the person what the purpose of the email is right from the start will save you both time and make the communication more relevant.

Clear and Concise

When you have to present a lot of information, do that in a clear and concise way.

Bullet points and numbered lists make it easier for people to scan through your emails.

You may also want to use a bold or an underlined font to put emphasis on the most important points you’re trying to make.

If you serve people with a large chunk of text that isn’t broken down or formatted in any way, the chance that somebody is going to read the entire thing gets close to zero.

Use Active Verbs

One of the weakest verbs you could ever include in your emails is… you’ve probably guessed it – “is.”

Instead of relying on this one, opt for an active verb that describes an action.

Passive voice and the lack of strong verbs lead to sentence chunkiness and poor structure.

Just take a look at the following examples:

I’ve written a report explaining 2015 social media marketing trends.

And compare this sentence to the following structure:

The 2015 social media marketing trends report was written by me.

The second structure lacks the dynamic appeal and straightforwardness of the first one. Thus, stick to short sentences that are active and that utilize the power of active verbs.

Don’t Mislead

Using clickbait titles will definitely get people to open your emails.

If you can’t deliver on the promise in the subject line, however, you’re misleading your audience.

The next time you send an email, chances are that nobody is going to pay attention to it.

If you’re promising to reveal Beyonce’s shocking diet secrets, you better have information about how she keeps her body curvy and attractive in the text.

Otherwise, you’ll lose the audience before you’ve managed to build a relationship with these people.

No Typos and Grammar Mistakes

Typos and grammar mistakes are indicative of sloppiness.

Always take your time to go through the text and identify tiny errors.

These show you don’t care enough to go over the text and do corrections.

Chances are that you’re not going to be taken seriously if your emails are full of mistakes.

Read through and Delete Everything Unnecessary

Save verbosity for your personal communication.

According to MailChimp surveys, a sentence that explains links included in your email is sufficient.

Making the text longer will probably alienate the audience.

When you’re done with writing, take a moment to go through the text.

Delete all of the sentences, explanations and embellishments that don’t add anything to the meaning of the email.

Your audience will appreciate the concise, focused message.


Writing good emails requires research and some preliminary thinking.

You know what your audience wants and how to reach these people.

Dedicate some time to being creative and presenting the information in the best possible way.

If you manage to accomplish those goals, you’ll see the effectiveness of your email communication increase exponentially.


This post was originally published in by Freedom Blogger

Facebook Share and earn points.
Share on Google+

The following two tabs change content below.
Profile photo of Freedom Blogger
I'm a freedom blogger. I have successfully blogged myself to real freedom in life. I really have a passion in teaching others the right way to succeed online and in life. I highly recommend you to check out my internet marketing blog, where you will be able to learn A LOT: IM-Blog101

You Might Also Like

Most Valuable and Active Kinggers

Profile photo of Sherman SmithProfile photo of Amit SharanProfile photo of James LingProfile photo of Winford MooreProfile photo of Janice WaldProfile photo of CarlProfile photo of PaulProfile photo of DaveProfile photo of Judith ChangProfile photo of stevenProfile photo of Gavin McDonaldProfile photo of David KilburnProfile photo of Bruce P.Profile photo of John A KarnishProfile photo of Marsha Ingrao


19 Responses to “7 Practical Tips for Well-Written Emails” Leave a reply ›

  • Profile photo of Satish Kumar Ithamsetty Profile

    Dear Freedom Blogger,

    The title on “Practical Tips for Well-Written Emails” so attractive. you discussed very good and easy to applicable points. Most of the eye catchy titles in emails are working well. Thank you for your share.

    Thank you

    Satish Kumar Ithamsetty
    Satish Kumar Ithamsetty recently posted…13 Top Email Marketing Software for Effective Blogging in 2016My Profile

  • Profile photo of Sunday William Profile

    Hey Freddie,
    Another helpful and practical piece you have shared! Yes, email marketing is sure to get a boost come 2017 and it only makes sense if marketers leverages on it.

    To write the best emails that will bring results, individuals and businesses must ensure that the contents are appealing.

    Delivering email contents in simple and clear terms should be readily followed.

    I couldn’t agree with you more on this conclusion: “Writing good emails requires research and some preliminary thinking”
    Sunday William recently posted…Who Is a Smart Content Marketer To You?My Profile

  • Profile photo of Jasper Oldersom Profile

    Hey Freddie,

    Great tips for sure. You got it right, it all starts with the subject line because if people don’t open — they won’t see anything else you’ll have to say!

    I also like that you mentioned not to mislead, that’s a great point. And if you do write an outrageous subject line, you should give people the “payoff” within the first 2 sentences.

    Thanks for sharing this :-)

    – Jasper
    Jasper Oldersom recently posted…Do You Leverage These Swiping Secrets To Make Your Web Copy More Effective?My Profile

  • Profile photo of Kevin Ross Profile

    Good post. I agree with these tips for well written emails.

    The statistics of 4.35 billion email accounts generated by 2.58 billion users is a lot.

    That goes to show people will always have email accounts and the number will increase.

    It’s a model that will always be profitable if well taken advantage of. These 7 tips will help.

    I agree that the subject line has to do most of the job to begin with. If the subject line fails, then it won’t matter what else is done right in the email message.

    Thanks for sharing this.

    • Profile photo of Freedom Blogger Profile

      Hi Kevin!

      I know right!

      The email statistics are insane!

      I believe email will always exists – just because it is the most personal thing you own online.

      It is your virtual mail box! haha 😀

      And yes man, the subject line is so important!

      It is crucial to take the time to learn more about email marketing and learn how to build a good business relationship with your leads.

      The tips mentioned in this post are very helpful!

      Thank you for coming by and leaving a commetn man!

      Have a great week!

      Cheers 😀
      Freedom Blogger recently posted…Why Are You Not Making Money with Your eCommerce Site?My Profile

  • Profile photo of Celine Profile

    Hello Freddy,
    To craft a well written email, there should be research into how to deliver what will appeal to the audience. In this vein, the grammatical structure, design, and user experience of the reader should be readily considered.

    • Profile photo of Freedom Blogger Profile

      Hi Celine!

      You know the stuff woman!

      It is important to really study your niche audience and the type of people you have in your email list.

      You want to build a business relationship with them. And this is not just any kind of relationship – that is why I said Business Relationship.

      At the end of the day, you want to sell your list stuff, right.

      So, taking the time to learn the right email marketing education is very important!

      Thank you for coming by and leaving a comment!

      Keep up the great work!

      Have an awesome week! 😀
      Freedom Blogger recently posted…Why Are You Not Making Money with Your eCommerce Site?My Profile

  • Profile photo of Sarah John Profile

    Hi Freddie,

    Email marketing that will make impact always begins with the quality of the writing. A valuable email writing would be geared towards solving readers problem.

    From the tips you have shared, it is important that to take care of grammatical and mechanical accuracy errors. These may be ignored but continuous errors in these categories readily affect the acceptability of the “well written” email!

  • Profile photo of Pawan Kumar Profile


    If you want to grab the subscriber’s attention, you have to design an engaging, interesting & relevant email. You have to understand customer’s needs & design an email according it.

    Here you’ve shared some very important & useful tips for well written email.

    Thanks for sharing. Have a great day!
    Pawan Kumar recently posted…Make Your Email More Engaging In The Age of Digital Buyers!My Profile

    • Profile photo of Freedom Blogger Profile

      Hi Pawan!

      Yup! .. grabbing your lead’s attention is very important in email marketing.

      Especially grabbing their attention right away with a few words.

      For an instance; in the subject line.

      Great email marketing comes from really taking the time to truly understand your leads, your audience, and learning how to communicate and engage with them very well.

      Thanks for passing by and leaving a comment man!

      Have a fantastic week!

      Cheers! 😀
      Freedom Blogger recently posted…Why Are You Not Making Money with Your eCommerce Site?My Profile

  • Profile photo of Sherman Smith Profile

    Hey Freddy,

    I have to agree with Satish. The title in itself attracted me to come check it out. Especially for the fact that I’m not that great at writing emails and looking to improve does help to .

    But I’m glad that you kept it simple. One thing I have to work on is using more action verbs. It does show confidence in your topic and whatever you are promoting, so I will definitely take not of that!

    Thanks for sharing Freddy and I hope you’re enjoying the weekend!
    Sherman Smith recently posted…Importance Of Branding Yourself Online When You’re Broke With Little TimeMy Profile

    • Profile photo of Freedom Blogger Profile

      Hey Sherman!!

      Titles and Subject Lines are the main doors uh! 😉

      I’m glad to hear that man!

      Email marketing is all about learning the right knowledge and just going for it – then adjust things as you move forward.

      I used to suck at writing emails too – but I have improved a lot.

      One thing that helped me a lot was optin in to successful marketers list and pay close attention at how they do their email marketing. You get what I mean?

      I’m happy to see you learning and taking action Sherman!

      keep up the great work!

      Have a great week! 😀
      Freedom Blogger recently posted…Why Are You Not Making Money with Your eCommerce Site?My Profile

  • Profile photo of Lawrence Berry Profile

    Sending out a well-crafted email is important when it comes to potential clients, mentor-ships, jobs, etc. People receive emails all the time, whether it be spam or from someone else.

    These are some great tips to follow if someone wants the best chance of success when it comes to email click throughs. People think that emails should be long and detailed when they are emailing someone they deem important, but that is not the case.

    As you said, keep the emails short and concise,

    Great post.
    Lawrence Berry recently posted…How To Get Rid of Filler Words And Become A Better SpeakerMy Profile

    • Profile photo of Freedom Blogger Profile

      Hi Lawrence,

      Great comment man!

      Emails will always be a very personal virtual possession online for us! 😀

      So, email marketing will always rock!

      And you know, I could debate a bit about the ‘Short or Long Email’ topic. Of course, some statistics do show that people engage more with shorter information – but that would be people who are new to you.

      People who have been receiving your emails for a long time and they actually feel like they are building a friendship with you – would engage a lot more with longer emails.

      I guess it really depends on the stages of your leads.

      Anyways, thanks for passing by and leaving a comment man!

      Keep up the great work yourself!

      Cheers! 😀
      Freedom Blogger recently posted…Why Are You Not Making Money with Your eCommerce Site?My Profile

  • Profile photo of Winford Moore Profile

    Hi Freedom Blogger,

    Thanks for posting this post on writing better emails, writing follow-up emails has always been a weakness on mine.

    I’m going to try some of your tip’s and try to write better emails, especially concerning creating a good subject line and making the content more clear and precise.

    I always hate getting email from im’ers that just copy and paste emails from a vendors product website, I get 100’s of the same emails whenever a new product is launched and I very rarely read any of them when I see so many of the same subject lines in my inbox.

    Great Post, Have a Nice Day
    W. Moore

Leave a Comment

You must be logged in to post a comment

CommentLuv badge

FINALLY... after 3 years of starting this site, KINGGED.COM'S SUPER PROMOTION To Reach MILLIONS MORE PEOPLE Is now available. Click To See.