Writing a great email isn’t always difficult, but it does require a certain amount of know-how before you begin.
That’s because the way you’d write a formal and informal email varies greatly from person to person. Think about it: You wouldn’t write an email asking your boss for a raise the same way you’d email your softball league about the team happy hour after batting practice.
It’s important to know how to write an email for the right audience, and to consider who you’re communicating with, and how you want your message to come across, before you even start.
Whether you’re applying for a job, following up with a colleague, trying to negotiate a deal on a vintage set of collectible playing cards, or are corresponding with your insurance agent, knowing how to write an email can help you communicate and get what you need quickly and efficiently.
But before you write your email, you need to understand basic email writing format, that is, all the different elements that go into constructing an effective email. After all, you want the reader to actually open — and, well, read — your message.
This article covers all the essentials of how to write a proper email: writing an attention-grabbing subject line, a strong opener, succinct email body, and a confident but friendly sign-off.
To make things easier, we’ve also included customizable email templates for common situations to help you get started.
Start with the right email address
Your email address is one of the most important things to consider when getting started with email writing. If you’re used to using a kitschy personal email address like soccerguy312@hotmail.com, it’s time for a new custom email domain.
That’s because your email address can make a huge difference in how you’re perceived, especially if you’re applying for a job or emailing clients about official business. Even if your email isn’t formal, your recipient is likely to view your message with more urgency if it’s from a professional-sounding email address. So ditch the high school email and get your own custom email domain.
Write a clear, commanding subject line
In a typical email writing format, your subject line is the recipient’s first impression of you and your message. Considering the power your subject line has, it should be concise, direct, and give the reader a strong reason to open your message.
When writing a subject, it can be beneficial to include a brief call to action or a time in which you expect a response, if needed. Instead of just writing “Followup,” consider something like, “Meeting followup: Reply needed by [date].”
When writing your subject line, remember to:
- Keep it under 10 words.
- Make your topic clear. Is it a followup? A job inquiry? A question for a colleague?
- Add a call to action or response date if needed.
- Be specific so your email doesn’t get buried among the others.
Examples:
- “Report review: Feedback needed by Friday”
- “Followup: Tuesday meeting notes”
- “Request for a chat Mon or Tues”
Open with a polite greeting
In email writing, you should always begin your email with a polite greeting. If you know the recipient’s name and title, this is the place to use it. If not, use a general but professional opener.
Examples:
- “Dear Dr. Smith,”
- “Hello Maggie,”
- “To the customer support team,”
- “Dear hiring manager,”
Introduce yourself (if needed)
If your email recipient doesn’t know who you are, quickly introduce yourself. Include your name, your title, and a brief sentence explaining who you are and why you’re contacting them.
If you’ve already met, you may not need to introduce yourself; however, if you’ve only met the recipient briefly, it is generally good form to reintroduce yourself before launching into your message.
Example:
“My name is Stacey Williams, and I’m a graphic designer from Tucson, AZ. I’m reaching out regarding the job opening for a veterinary assistant.”
State the purpose for writing your email
No one likes an email that takes too long to get to the point. Proper email writing should let the reader know why you’re contacting them within the first few lines.
Do you know your recipient? Are they a superior, friend, or client? The way you write your email may change depending on your audience, but it’s wise to establish your tone and purpose early.
Below are some examples of how to write a proper email that establishes your purpose quickly in the beginning of your email body:
General question: “I’m emailing today to inquire about Tuesday’s deadline…”
Introduction: “I wanted to introduce myself as the team’s recent new hire…”
Providing information: “I’m writing to give you an update on your business loan…”
Follow-up: “I wanted to follow up on our phone call from last week…”
Request: “I was wondering if you could write a letter of recommendation…”
Remember, how you set the tone in the beginning of the email can determine whether or not your recipient reads your email and replies in a timely manner — or moves it to the trash bin.
Include a clear call to action (CTA)
Your email recipient likely has hundreds of emails to sift through, including yours. According to email marketing firm Litmus, the average person spends somewhere between nine and 14 seconds reading one email(new window). That isn’t a lot of time to get your message across.
If you’re emailing someone with a specific request, let your reader know specifically what they need to do next. It isn’t necessary to write a wordy, tedious email — be direct about what you want (also known as your call to action), and get to your CTA as early as possible. Without it, your email may feel directionless, and your reader may forgo responding altogether.
Examples:
- “Are you free for a call this week? Let me know.”
- “Kindly review the report and send any feedback by Friday.”
- “Do I have your approval to move forward with this project?”
Tie it together with a friendly closing
Your closing is your final impression — the last chance to make your mark that will hopefully elicit a response from your recipient. Thank the reader for their time, remind them of your CTA, and close with a sign-off that fits your email’s tone.
Common sign-offs:
- Kindly,
- Thank you for your time,
- Looking forward to your response,
- With gratitude,
- Sincerely,
Add a professional email signature
An effective signature lets the reader know who you are and how to contact you. Make sure to always include:
- Your first and last name
- Job title
- Company
- Contact information
Proofread before hitting send
It’s easy to include a typo in your email — and it’s even easier to overlook them. That’s why it’s crucial to proofread before you send your email, especially in a professional setting. Make sure to check your spelling, grammar, and the name of the person you’re writing. Misspelling someone’s name is one of the quickest ways to not get the response you desire.
Use Proton Scribe, your personal writing assistant
Tools like Proton Scribe can help you double-check your email’s tone and catch typos before it’s too late. It can even help you format your message and find just the right words, so you can learn how to write a proper email in no time. Proton Mail’s built-in assistant, Scribe, can help you:
- Compose clear and professional emails
- Catch grammar and spelling mistakes
- Keep your tone consistent throughout your message
- Save time on drafting and editing
Most importantly, Proton Scribe was designed with your privacy in mind. Unlike other writing assistants, Scribe can be run locally, so your sensitive information never leaves your laptop.
5 ready-to-use email templates
1. Meeting followup
Subject: Followup: Meeting recap and next steps
Hi [name],
Thanks for attending last week’s team meeting. I’ve attached a quick summary of the meeting and will need to have a final project review on Monday.
Please look over the list and let me know if there’s anything you want to add by then.
Kindly,
[Your name and signature]
2. Job applications
Subject: Application for [title]
Dear [company name],
My name is [name], and I’m writing to express my interest in the [title] position at [company]. I’ve attached my resume and marketing portfolio for your review.
Please let me know if you need any additional information. I’m eager to hear more about this opportunity.
Sincerely,
[Your name and signature]
3. Request for feedback
Subject: Feedback requested by [date]
Hi [name],
I’ve attached a draft of the [project name] and would appreciate some feedback. Could you take a look at your convenience and share any thoughts by [date]?
Thank you,
[Your name and signature]
4. Scheduling a meeting
Subject: Scheduling a call for this week
Hi [name],
Are you available this week to hop on a call and discuss [topic]? I’m available on [insert dates and times].
Let me know what works best for you, I can be flexible.
Thanks,
[Your name and signature]
5. General introductions
Subject: Greetings from [your name]
Hello [name],
My name is [your name], and I’m a [title] at [company]. I came across your email address while doing some research on [subject] and wanted to introduce myself.
I’m interested in learning more about how you got involved in [subject]. Is this an okay way to reach you?
Best regards,
[Your name and signature]
FAQ: Writing better emails
- How long should an email be?
Your email messages should typically be short and to the point. Remember, the average person spends less than 15 seconds reading one email. If your message is too long, it’s likely that it won’t get read. - Can I use emojis or exclamation marks?
If the tone is informal and you know your audience, emojis and exclamation marks are probably fine. But for professional emails, you’ll want to skip emoticons and unnecessary exclamation marks, as they can read as too eager or casual. - What should I avoid in a professional email?
As previously stated, emojis and exclamation marks should be avoided in professional email settings. It’s wise to also avoid slang and overly casual greetings and closings. - How can I get better at email writing?
You know the saying: Practice makes perfect. But writing an email can be challenging, especially if you’re nervous about landing a job or asking for something important, like a raise. Using tools like Proton Scribe can help take the pressure off when you’re just learning how to write an email, by assisting you with the proper email writing format, proofreading, and more.
Write better — and safer — emails with Proton
Learning how to write an email is an important skill — but knowing how to keep your data safe and secure? That’s essential.
More than 100 million people and businesses around the world trust Proton Mail with their everyday communications and important business correspondence.
Created by nuclear scientists who saw the need for a privacy-first email platform, Proton is a Swiss-based, end-to-end encrypted email provider that’s backed by some of the world’s strongest privacy laws.
Unlike other email providers that sell your data to marketing companies, when you use Proton Mail, no one has access to your personal information except you. Not even us.
And we’re always looking for ways to improve — whether that’s through tools that can help you write better emails, like Scribe — or with our suite of privacy-first products like Proton Drive (encrypted storage to keep your files safe and secure), and Proton Calendar (to protect your important schedules and appointments).
If you’re ready to join the future of internet privacy and take back control of your data, sign up for a free Proton Mail account today.
