Email Writing Best Practices

Study Notes

Format and Structure

Clear and concise subject line
Formal greeting (e.g. Dear [Name], Hello [Name], Hi [Name])
Introduction: brief context or purpose of the email
Body: main content, divided into paragraphs for readability
Call to action: clearly state what you want the recipient to do
Closing: polite sign-off (e.g. Best regards, Regards, Thank you)
Signature: include name, title, and contact information

Email Etiquette

Use a professional tone and language
Avoid using slang, jargon, and overly casual language
Be respectful and considerate of the recipient's time and perspective
Proofread for spelling, grammar, and punctuation errors
Use a clear and concise writing style
Avoid using all capital letters (it comes across as shouting)

Attachments and Files

Use a clear and descriptive file name
Keep file sizes small to avoid overwhelming the recipient's inbox
Use PDF or Docx files for compatibility
Avoid sending large files or multiple attachments
Consider using cloud sharing services (e.g. Google Drive, Dropbox) for larger files

Subject Lines

Keep it short and concise (less than 5-7 words)
Make it informative and relevant to the email content
Avoid using spam triggers (e.g. "Free", "Click here", "Urgent")
Use keywords to help the recipient quickly understand the content
Avoid using generic subject lines (e.g. "Hello", "Question")

Writing Tone

Be clear and direct, avoiding ambiguity
Use a professional tone, avoiding overly casual or informal language
Be respectful and courteous, avoiding aggression or negativity
Use a friendly tone, but avoid being too familiar or chatty
Consider the audience and adjust the tone accordingly (e.g. formal for business, informal for personal)

Description

Learn the essential guidelines for writing effective and professional emails, including format and structure, email etiquette, attachment tips, and tone considerations. Improve your communication skills and make a great impression with your emails.