You may think that email communication is a thing of the past but it’s more relevant than ever. Despite the rise of instant messaging platforms, electronic mail or email continues to dominate the business world. In fact, it’s an essential marketing tool and businesses rely heavily on it. Emails allow you to connect with people across the globe irrespective of language barriers and time zones.

As emails play such an integral role in our lives, effective email writing skills have become a must for every professional. Whether you’re communicating with a coworker or convincing a customer about your product, nothing is more impactful than a well-articulated email. You may think that email writing is easy but there goes a lot into delivering your message with clarity and brevity. Never underestimate the power of a good email!


  1. Powerful Email Writing Tips

     


  2. Professional Email Writing Examples

     


  3. Make Business Communication Effective

     

Powerful Email Writing Tips

In a professional setting, we write emails to convey something or seek out information. If you want your emails to get noticed, here are a few simple yet effective email writing tips:

  1. Never Over Communicate

The sheer volume of emails one receives every day can be frustrating. If your email is long and confusing, the recipient is most likely to overlook it or take a long time to respond. Never beat around the bush and always state your intentions clearly. Keep it short, simple and clear.

  1. Maintain Consistency

Always be consistent throughout your email. For example, if you’re using an informal tone, maintain that informality throughout. You don’t want to confuse or frustrate your reader by changing your style midway. This shows that you have paid attention to every last detail of an email.

  1. Think Before Hitting ‘Send’

More often than not, we send our emails as soon as we finish composing them. It’s about time that you reflect, proofread and edit if necessary. An email tells a lot about you as a person and as a business; you don’t want a grammatical error to affect your professional reputation.

Professional Email Writing Examples

If you want to learn how to write an email that leaves an impact, then you have to know what an impactful email looks like. Let’s dig into the basic anatomy of an email and see what’s absolutely necessary.

  • Subject Line: 

A well-written subject line delivers the most crucial bit of your email. It should play the same role as a newspaper headline—to grab attention and summarize the details.

  • Openers: 

A quick greeting acts as the perfect email opener—it’s a good way to break the ice and build rapport. Always acknowledge the reader before you jump into the content of your email.

  • Body: 

This is the most crucial aspect of an email, which is why it should be clear and specific. You communicate your intention here.

  • Closings: 

A friendly sign-off or a simple thank you is a good way to end your email. It shows respect and professionalism.

Now that you know what goes into an effective email, let’s look at a few examples of email writing in the workplace.

Example 1: A Request

Subject: Extension on Project Deadline

Dear <recipient’s first name>,

I am writing this to request you for an extension on the <project name> report that is due on <date>. There is a family emergency and I must fly out on the earliest flight possible. I’m afraid that it will take me at least 10 days till I return and complete my project.

Requesting you to grant me an extension till <date>. I’m confident that I will deliver the report by then.

Sincerely,

<Your name>

<Relevant personal details>

Example 2: A Question

Subject: Enquiry about Center’s Timings

Dear <recipient’s first name>,

I am writing to enquire about the opening hours of the <center’s name>. Our organization is looking to host a business conference and is interested in booking the center for <number of days>. I checked your website but couldn’t find the relevant information.

If you can send across the availability of the center from <date> to <date>, we can design an itinerary accordingly.

Looking forward to hearing from you.

Many thanks,

<Your Name>

<Relevant personal details>

<Organization>

Make Business Communication Effective

Harappa Education’s Writing Proficiently course will teach you how to make your writing so effective that everyone sits up and takes notice. Powerful frameworks will guide you in structuring your thoughts and effectively articulating your thoughts into words. The GRT Framework will help you identify your Goal, Recipient and Tone, bringing clarity to your writing. Let your email leave a lasting impression on your audience!


Explore topics such as How to Write a Follow-Up EmailHow to Write a Professional Email, the Significance of Writing Skills & Process of Writing from Harappa Diaries and polish your writing skills.

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