Last Updated on March 13, 2025 by admin
Know Your Purpose
- Why am I sending this?
If you don’t know why you’re sending an email, you shouldn’t send one. Writing emails without knowing your purpose wastes both your time and your recipient’s time. - What do I need from the recipient?
Are you asking for information? Be as specific as possible about the information you need and the format you need it in. This helps avoid confusion. - What action do I want the recipient to take?
Do you need an attachment? Are you asking for a deadline to be extended? Be clear about your expectations and convey them in a polite but sincere way. - What is the time frame I’m expecting for a response?
Email is best for communication that expects a reply within 24-48 hours. If something is more urgent, use a phone call. Do not expect an immediate reply.
Use the “One Thing” Rule
- Keep your email about one topic only.
- The less you include, the better.
- If you have multiple issues to address, send separate emails for each.
This keeps communication organized and ensures each request is addressed properly.
Practice Empathy
- Consider how the recipient will interpret your words.
- How would I interpret this sentence as a reader?
- How would this make me feel if I received it?
- Most people:
- Are busy – they don’t have time to guess what you need.
- Appreciate compliments – a simple positive remark goes a long way.
- Like to be thanked – even if it’s their job to help, a “thank you” matters.
Write a Relevant Subject Line
- Keep it brief but specific so the recipient knows what to expect.
❌ Bad: “Hey” or “Question”
✅ Good: “Meeting Reschedule Request for Friday” - If emailing an instructor or employer, include details like:
✅ Course Name & Number (for students)
✅ Job Listing Title & Number (for job inquiries)
Keep Introductions Brief
Not every email needs a formal introduction.
- If you’ve contacted the person before – a simple reminder of who you are is enough:
✅ “I’m a student in your Tuesday & Thursday ENG 111 class this semester.” - If it’s your first contact, briefly explain how you found them:
✅ “I found your email on the company website and wanted to ask about…” - One sentence is usually enough for an introduction. If you need to explain more, consider meeting in person instead.
Limit Yourself to Five Sentences
- Be concise.
- Less than five sentences = too abrupt
- More than five sentences = wasting time
- If you must write a longer email, include the main idea early and use bullet points for easy readability.
Follow a Standard Structure
A clear structure makes emails more effective.
- Greeting – “Hi,” “Dear,” or “Hello!”
- Compliment or pleasantry – “I hope this email finds you well!”
- Reason for the email – “I’m reaching out to ask about…”
- Call to action – “Could you send me the file by Thursday?”
- Closing message – “Thanks for your help!” or “Looking forward to your reply!”
- Sign-off – “Best,” “Sincerely,” followed by your name.
Use Short Words, Sentences, and Paragraphs
- Respect your recipient’s time by keeping it short and to the point.
- Avoid big blocks of text – break them into small paragraphs or use bullet points.
- Before sending, trim down unnecessary words.
Use the Active Voice
Active voice makes your writing clearer and stronger.
❌ Passive: “The report was reviewed by the manager.”
✅ Active: “The manager reviewed the report.”
Fun tip: Try adding “by zombies” to your sentence. If it still makes sense, it’s passive voice!
✅ “The door was opened by zombies.” (Passive)
❌ “I opened the door by zombies.” (Doesn’t work → Active!)
Proofread Before Sending
Before clicking “Send,” ask yourself:
- Is my request clear?
- Could there be misunderstandings?
- Does it sound professional?
❌ Do NOT use:
- Emoticons 😊
- Slang (LOL, tbh, omg)
- Colorful fonts or backgrounds 🎨
Write Like You Speak (Within Reason)
Email is less formal than a business report but still professional.
- Write in a conversational tone to sound friendly and natural.
- Use “please” and “thank you” when appropriate.
- Avoid things you wouldn’t say in person.
✅ “Could you help me with this by Friday? Thanks!”
❌ “I need this ASAP!!! 😠”
Email Example: Contacting a Professor About a Missed Class
💡 Before emailing: Check if the assignment is posted online or ask a classmate first.
Example Email:
Subject: ENG 111 – Assignment Details from Wednesday’s Class
Hi Professor [Last Name],
I hope you’re doing well. I wasn’t able to attend class on Wednesday, and I believe an assignment was given. I checked the course page but couldn’t find the details.
Would you be able to send me the instructions or let me know where I can find them? I’d really appreciate it.
Thanks for your help!
Best,
[Your Name]
This structure keeps emails polite, professional, and effective.
By following these tips, your emails will be clear, professional, and to the point! 🚀
