7 Practical Tips for Well-Written Emails

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.


About the Author:

Nicole Stansley
Nicole Stansley is a digital strategist for Write My Essay For Me, and a beginning writer. Nicole is also an expert in online marketing, as well as business writing.


  1. Satish Kumar Ithamsetty March 8, 2016 at 1:06 am - Reply

    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

    • Freddy G. Cabrera
      Freddy G. Cabrera March 23, 2016 at 7:40 pm - Reply

      Hi Satish!

      I am very glad that you have enjoyed Nicole’s Post on Email Marketing here! 😀

      She did share some great points, and very valuable tips. For sure!

      Email marketing is definitely something to take very seriously.

      Thank you for coming by and leaving a comment.

      Keep up the great work!

      Have a nice week!

      Cheers! 😀

  2. Sunday William March 9, 2016 at 1:18 am - Reply

    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”
    I left this comment in kingged.com as well

    • Freddy G. Cabrera
      Freddy G. Cabrera March 23, 2016 at 7:37 pm - Reply

      Hi Sunday!

      Right on man!

      Email marketing is a force to be reckoned with, that is for sure! 😉

      Keep things simple and consistent!

      Thanks for coming by and leaving a comment man!

      Cheers! 😀

  3. Nicole Stansley March 9, 2016 at 4:03 am - Reply

    Thank you so much for your comments! I’m happy to be useful with the article and somewhat inspiring for you!

  4. Hemant amrish parikh March 17, 2016 at 6:11 am - Reply

    Nice Tips For written E mail

    • Freddy G. Cabrera
      Freddy G. Cabrera March 23, 2016 at 7:20 pm - Reply

      Hi Hemant!

      I’m glad you think so! 🙂

      Thank you for passing by and leaving a comment!

      Keep up the great work yourself!

      Cheers! 😀

  5. Lawrence Berry March 21, 2016 at 6:33 pm - Reply

    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.

    • Freddy G. Cabrera
      Freddy G. Cabrera March 23, 2016 at 6:39 pm - Reply

      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! 😀

  6. Igert March 22, 2016 at 7:06 am - Reply

    Hi Freddy

    Emails are more than just a promotional tool. It is a way of reaching out. You are sending a little bit of yourself in an email. You are revealing just exactly how much you really care – enough to make sure your facts, spelling and grammar are correct?

    You are the guest – show some respect by making sure what you say is correct and keep the conversation short and to the point. Be warm and friendly but be brief.

    Good tips. Thanks for posting.

    • Freddy G. Cabrera
      Freddy G. Cabrera March 23, 2016 at 6:15 pm - Reply

      Hi Igert!

      Interesting comment man! 😉

      But, here is my take on the “Guest” comment you made.

      You are not really the “Guest” to your Leads. We could say that your Leads are the “Guests” to your Email List.

      They were the ones WHO Opted Into your List to get emails from you. To learn more about you. Of course, you also want to learn more about them. Email marketing is a mutual thing. You get what I mean?

      Anyways, thanks for coming by and leaving a comment! 😉

      Keep up the great work!

      Cheers! 😀

  7. izmir sandviç April 12, 2016 at 11:51 am - Reply

    Thank you for the nice article