The written word is a powerful weapon. This is especially true when conveying your thoughts through an email. Whether you’re replying to a colleague’s email or sending a message to a potential customer via email, there is certainly an art to writing an effective email.
But what makes up an effective email? How do you write an email that will be both informative and inspiring? Is it even possible to write an email that will be effective at all? Let’s dive into the structure, content, and style of an email to find out exactly what makes it work.
The Structure Of An Effective Email
An email has three parts: the header, the body, and the footer. These components act as a container for your message and provide the reader with the necessary information.
The header contains the sender’s email, recipient’s email, the subject of your email, and a brief message. There should be enough information for the recipient to know who you are and how you found them. You don’t need to include your email address as it will be readily available to the recipient.
The body of your email will be divided into three sections: the first section will contain the bulk of the text in which you’ll present your case, the second section will be a collection of supporting evidence, and the third section will be an option for the reader to learn more about you and your business.
Within the body of your email, you should include a variety of supporting evidence such as links to previous work, articles, and other websites that you think are relevant to the topic at hand. When writing the body of your email, ensure that the links within the text are working and that the information is easy to find.
The Style Of An Effective Email
While the header and body of an email serve as a container for your message, the footer is where you’ll include any additional information such as the date, the signature, and the like.
Writing an effective email doesn’t mean that you need to adhere to boring, sterile corporate correspondence. After all, successful companies like Google, Microsoft, and others are some of the greatest offenders when it comes to boring corporate emails. Instead, you can use your email to express your creative side and express your personality.
Include content that is both formal and informal within your email as you wouldn’t want to appear like a staid corporate drone. For example, if you’re writing to a potential customer, you might want to include some amusing anecdotes about your own company as well as provide customer support in a courteous manner. Your aim is to write an email that will inspire your reader to act accordingly.
If you want to write an effective email, begin by considering the recipient. Who are you writing this email to? What would they like to see? What do you want them to do? These questions will guide you in creating a unique email that is both effective and pleasant to read.