All-in-one Guide to writing good Emails


Email communication is still very much in demand despite the rise of other platforms used in businesses today, especially in the areas of marketing and promotions.

Connecting businesses with customers

The use of email is still very prevalent mainly because a lot of users rely on emails as their main communication tool.

With emails, businesses are able to convey messages better because of the limitless opportunities and possibilities. Emails provide the platform for businesses to send messages which are richer in content in every way.

A powerful tool for marketers

Marketers would prefer to use email mostly because:

  • It is versatile. Emails can be used to channel information to customers at every point of the funnel whether it is at the lead stage or almost at conversion.
  • Emails can be used to keep customers informed about the latest developments, product launches and ongoing promotions that the company is offering.
  • Businesses can use emails to close transactions by offering last-mile promotions.

How does email add up?

At the very least, an email is a crucial tool that can touch base with customers. From the onset, businesses use email to start the communication line open. After that, it is the go-to platform for customers to refer to if they need more information.

By sending constant promotions and discount information, there is a constant reminder of the brand message to the customers.

Click-throughs from email are essential tools that can help the business to gauge the effectiveness of using email for that campaign.

This simply means that email is one of the most powerful platforms used to convey information and where content can come in all forms be it a text message, a picture message, a video, an attachment with PDF or just about any other form of media possible as one is not limited to the number of characters or type.

What makes a good email?

In many ways, an email is very similar to writing a letter with a subject line, the intro (or greeting), the body, and the closing. The format is always consistent like how a formal letter will be. Below is a guide on what a good email to your customers would be like.

A subject is vital

This is the part that will determine if your customer will open and read your email. A lot of senders often overlook this without knowing its significance. What you want to achieve with the subject line is a statement that invokes the curiosity of your receiver. If this works, they will want to know more and explore what is there to offer.

  • Always spend some time crafting out a subject line that works.
  • Do not use generic statements like ‘OPEN for a free gift’ or just ‘hi’. Email servers will just send your mail directly to the spam folder!!

The intro or greeting

If your reader is at this point, then half the battle is already won. However, you must not be complacent thinking that you have the reader in your bag. Next up is the greeting line. The same concept applies. Never use generic statements!Acknowledge your reader for opening your mail and give them an idea of what they are in for. Thank them for taking the time to read your mail and entice them like: Finish reading this message to get a 10% discount on your next purchase

The body or content of your mail

This represents the main part of your email. The rule of thumb here is:

  • Have a storyline. Start with the reason you are sending this email. What you are offering to the reader and why he should be interested in your proposal.
  • Be brief but make sure you are concise. Think about all the information you want to deliver here. Make sure you have everything covered. Ensure that you are not writing an email that is too long. Keep it within 4 to 5 lines of text if possible.

The Closing

This is another part of the email that a lot of people ignore. Like how you started the mail, you should end it as well as possible. You might not want to be too personal when signing off so make sure that you use the words that work for you. Start your last paragraph by delivering a promise you might have made earlier. Then give out your contact information for any further inquiries. Thank your reader and then right before signing off, use words like:

  • sincerely
  • cheers
  • All the best

Do take note that if you are sending the email from your smartphone, remove the ‘sent from iPhone on the last line. You want to maintain your professionalism as much as possible here. Therefore, use words that are appropriate and that best reflects your relationship with the reader.


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