40 Writing Effective Emails (4.2.2/3)
Venecia Williams; Nia Sonja; and Verna Johnson
Importance of Writing Professional Emails
Email is the most widely used written communication tool in modern history. With the ability to send messages instantly from computers, smartphones, and tablets, it’s estimated that over 376 billion emails are sent and received daily worldwide, with the vast majority used for business communication (Oberlo, 2024).
Email has become the primary channel for all kinds of workplace communication—from short updates and simple requests to more formal messages that used to be delivered by letter or memo. Its flexibility makes it ideal for both everyday and important correspondence. It allows you to:
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Message one person or large groups,
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Share documents,
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Schedule meetings,
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Send automated replies, and more.
Despite its convenience, the sheer volume of emails doesn’t mean quality no longer matters, especially when the stakes are high.
Watch the following video, “Writing an Effective Business Email,” for a brief overview of business email writing.
Video 6.1: How to Write an Effective Business Email | Running Time: 2:16
Writing an Effective Business Email | Published by LearnFree | Dec 6, 2017
Why Email Quality Matters
In professional settings, your email may represent both you and your organization. A well-written email can help you build trust, show professionalism, and leave a positive impression. On the other hand, poor grammar, spelling mistakes, or unclear writing can damage your credibility.
Before writing an email, first ask yourself: Is email the right channel for this message?
Avoid emailing to get out of a phone call or in-person conversation if those are more appropriate. But if email is the best option, take the time to do it well.
Clients, employers, and hiring managers often judge your professionalism based on your writing. In fact, one well-written email can make the difference between getting hired—or being passed over.
A Real-World Example
Imagine a potential customer contacting your company requesting a custom job. They’ve emailed multiple companies with the same question. Your competitors offer similar services at similar prices. What might set you apart?
Your response.
If you reply quickly and your message is clear, polite, and error-free, you will create a strong impression. But if your response is late and filled with writing mistakes, the customer may go with someone else, even if your work is just as good.
Professional communication often reflects professional performance. People assume that careful writing signals careful work. That’s why every important email deserves attention to tone, clarity, and correctness.
Refer to Activity 6.1 to see an example of a standard professional email.
Activity 6.1 | Sample Standard Email
Possible Email Structure
Activity 6.2 is a guide you can use to write a standard email.
Activity 6.2 | Email Structure
Tips for Effective Business Emails
If you struggle to write an email, remember one key principle: respect your reader’s time. Many professionals receive dozens—if not hundreds—of emails each day. Unlike a formal letter or memo, most people only scan an email for key information before moving on. That’s why it’s important to get to the point quickly.
Unless your message is sensitive or involves delivering bad news, it’s always best to state your main point clearly and early. Let your reader know:
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Why you’re writing,
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What they need to know, and
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What do you want them to do next?
Use the following tips to make your business emails more effective and professional:
1. Use Appropriate Salutations
Start with a respectful and appropriate greeting. This helps avoid confusion if an email is misdirected.
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For external contacts: use formal greetings like “Dear Ms. Lopez,”
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For internal messages, “Hi Barry” or “Dear Barry” are usually fine.
2. Write Clear, Specific Subject Lines
Make the subject line brief and descriptive. Help your reader quickly understand what the email is about.
Examples:
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“Proposal Attached”
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“Follow-Up on Your 10/25 Question”
3. Be Brief
Leave out unnecessary words. Get to the point quickly and clearly.
4. Use a Clear Format
Break long blocks of text into short paragraphs. Add line breaks between major points so your message can be easily scanned and understood.
5. Focus on One Purpose
Stick to one main topic per email. Consider sending separate emails to avoid confusion if you have several unrelated topics.
6. Test Links
Always click on links before sending to make sure they work correctly.
7. Mention Attachments
If you’re including attachments, let the reader know in the body of your message so they don’t overlook them.
8. Add a Professional Signature
End your email with a signature block with your name and contact information. Many organizations now include First Nations Land Acknowledgements in email signatures. Check your organization’s practices and learn how to include an acknowledgement accurately if appropriate.
9. Revise, Review, and Proofread
Don’t rush. Take the time to read your email before sending it. Look for grammar, spelling, or punctuation errors. A well-written email reflects positively on you and your organization.
10. Reply Promptly—but Thoughtfully
Aim to respond within 24 hours. If you can’t provide a full reply right away, acknowledge the message and let the sender know when they can expect a detailed response. Avoid replying in anger or frustration—take time to cool off before responding to emotionally charged messages.
11. Use “Reply All” Sparingly
Only use “Reply All” when every person in the group truly needs to see your response. Otherwise, reply directly to the sender.
Final Check Before Sending
Before clicking “Send,” take a moment to:
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Read your email from the reader’s perspective.
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Make sure the tone and level of formality match the context.
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Double-check your grammar and clarity.
Remember: in professional settings, especially when applying for jobs or communicating with clients, even a small error can have big consequences. A poorly written email conveys that the recipient wasn’t important enough to deserve a clear, thoughtful message. Worse, unclear writing can cause miscommunication, leading to confusion, delays, or mistakes that affect others.
Taking the time to write carefully shows respect—and helps ensure your message is understood the way you intended.
Attribution
This section contains material from Chapter 6.2 “Emails” in Fundamentals of Business Communication Revised (2022) and is used under a Creative Commons Attribution-ShareAlike 4.0 International License.
References
References are at the end of this chapter.
