Email Writing Best Practices

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)