Effective Email Writing: 5 Simple Steps

Effective Email Writing: 5 Simple Steps 

Effective email writing requires lots of skills and knowledge before sending it to your clients, friends, and relatives. There are some vital steps you need to follow while writing an email to your clients. Here you would come to know about the best 5 steps you need to follow while writing an impressive email for sure. 

Composing a subject Line

The subject line is the first important thing that you need to consider while writing an email. It is the first thing that your recipient will see and it needs to be clear, concise, and informative. For example, if you are planning to send an email to your colleague, then you should mention why you are going to contact them in the subject line. It helps the readers know exactly what your email is all about so that they can pay attention to your email.

Choose a salutation

It would be better for you to pick up a salutation while sending an email to your friends. You can very less formal if you already know the person you are going to send an email, but the basic salutation for any email is “Dear [Recipient’s Name]. If you are not able to find the real name of the person you are emailing, then you can take the help of a job title like “Dear Hiring Manager” or “Dear Madam/Sir. To remove all the grammatical errors in your email while writing, you can use Grammarly free trial easily. 

Your message

Effective Email Writing
Effective Email Writing

Whatever you write here will depend on what you are emailing about, but there are a few tips you should follow to ensure a professional message

  • If you do not know the person, then it would be better to introduce yourself
  • Be concise and clear and mention the reason for emailing
  • If you are asking for any help, then you should be polite
  • Try to use a new paragraph for each point you are going to make and avoid using too much information in a single paragraph
  • Avoid using emoji under any circumstances 

Choose a Valediction

Effective Email Writing

You should also choose a perfect valediction as it would depend on how well you know the recipient personally. The best two options to use are “Kind regards” and “Best Wishes”. If you are looking for more formal options, then you can go for words like “Yours respectfully” and “Yours sincerely”. If you do not know the person you are sending an email, then it would be better to use “Yours Faithfully”.


At last, you should proofread your whole email before sending it to the clients or friends. You should go back over what you have written before pressing the send button. Grammar and spelling mistakes can detract from the clarity of an email. You should focus on proofreading as it would help in finding and removing all the grammatical errors you are making. 

So, what are you waiting for? Start writing an email by following all the above-mentioned vital steps right now!

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