Email is one of the most modern ways of communication these days. We exchange news through emails, write complaints, ask questions, establish contacts, do business, etc. The way we write emails influences the results we get.
That is why it is important to know some tricks and unwritten rules that will make your emails rock. If you use all of them, you will have more chances to get the desired response from people. So, let’s begin.
1. “Might I take a minute of your time?”
The way you start your email sets the tone of the full communication. Everything depends on the type of your letter and your relationships with an addressee. If you write an email to someone you don’t know, you may go with something like this:
“Might I take a minute of your time…”
If it is someone you know, you may start with the reason for your email:
“I’m just emailing to ask…”
2. “I would like to follow up…”
If you have sent an email and haven’t got any feedback, it doesn’t necessarily mean your letter was bad, boring or not relevant. Maybe it simply got lost or somehow ended up in a spam folder. In this case, you might want to write a kind reminder of yourself. Don’t be rude here and don’t accuse your addressee of ignoring your email and not writing back. Just write something like this:
“When you get a minute, could you please drop me a line regarding my last email?”
or “I would like to follow up making sure you got my previous email.”
3. “Attention! Super important meeting!”
Subject lines are supposed to give people a preview of a letter. Try not to write something blurry and annoying such as “Meeting” or “Asking for a favor”. Be more specific depending on a situation. For example, instead of “Meeting”, you can write:
“Tomorrow, 5 am, super-important discussion!”
And instead of “Asking for a favor”, you can go with:
“Life or death matter that requires your intervention”.
No matter what your intentions are, such subject lines are always more interesting for recipients to see and thus, you have more chances to get a reply much faster. Don’t write standard, uninteresting words even if you suffer from writer’s block and can’t come up with something creative. Just don’t rush things and you will definitely figure this out. Oh, and if you need an accurate answer, or you have a deadline, mention it in a subject line, too.
4. “I’m attaching the file…”
If you attach anything to your email, such a picture, a document, a video, etc., it is necessary to warn the recipient. Otherwise, he or she may just not notice it.
5. “ Let me introduce myself…”
If you write an email to a person you don’t know, don’t forget to say who you are and what your intentions are. Many people say hello and come straight to the point while a person on the other side sits in confusion guessing who has written this. A sentence or two of telling about yourself would be enough not to seem rude:
“Let me introduce myself…”
or “My name is Jack, and I am addressing you because…”
Related post: 20 phrases you should never use in an email
6. “I wish to complain…”
Well, being polite goes without saying. Even if you are angry, let’s say, with some service and you are writing to complain, you should still be polite and not use abusive language to show how mad you are. Remember that there are people on the other side that might not have anything to do with what’s bothering you. So, instead of writing that “Your service is sh*it”, you can write something like:
“I wish to complain about the services I got yesterday. I would like to get some explanations(refund, replacements, etc.)”
7. “I understand your frustration…”
This phase is for those people who get complaints. Let people know that you realize why they are angry and offer the solution.
8. “You are great, but unfortunately…”
This is for those who have to write rejection letters whether it’s rejecting a job candidate, business proposal, etc. It is always necessary to give a compliment first. “You did very well at the job interview, but I regret to inform you that we picked someone else”. Use carrot and stick approach here.
9. “ASAP” vs “As soon as possible”
Acronyms are very cool to use in texting. They are not for emails, though. So, unless you are writing to a close friend, try not to use them.
10. “Let me get strictly to the point”
Well, of course, this is not the rule. You may want to write a huge letter to your cousin telling how your life is going or an enormous complaint about a product that differs significantly from what you expected. Long emails can be.
However, if you can put the same information in shorter sentences and paragraphs, then you should better do it. Thus, you will show people that you value their time. Moreover, try to start every new idea with a new paragraph. In this way, it’s much easier to read and understand the information.
The statistics say that on average, an office worker gets around 121 emails every day. Even if you are emailing not an office worker, this person probably still has something better to do than to read your endless letters.
Related post: Email etiquette tips and rules you must know
11. “Warmly, Jennifer”
You should always write your name at the end of the letter (unless you write to your mom or a best friend, of course). It is more convenient for people who answer to a lot of emails every day.
12. “I hope you are doing great…”
If you email someone you know or have already exchanged a couple of letters with, it may be appropriate to add some personal touch to it.
For example, if your business partner was on vacation (you might have gotten an auto-email notifying about that), you can ask how it went.
“Hello Jennifer, I hope you and your family are doing great. Have you finished those cooking classes you were so thrilled about? Well, I actually writing you with a question…”
13. “Thanks a lot for writing back”
It especially concerns the situations when people don’t have to answer your email (if you write with a business offer or ask for a favor) or you know they are very busy but still find time to write you. It is always nice to know that your time and effort are appreciated. So, your first line after getting an email can be like:
“I really appreciate you finding some time to answer my email”,
or simply “Thanks a lot for writing back.”
14. “Would you be so kind…”
If you are asking someone to do you a favor, to read your article, to mention your business, to take a look at your product, etc., you need to be very polite and use “would” or “could” sentences.
15. “I apologize for the delayed reply”
It often happens that we open an email, intend to answer, but then get distracted and forget about it. Whatever the reason for your long answer is, it is necessary to apologize.
Your response was probably expected and you might have disappointed someone. You shouldn’t make excuses saying that you were sick, out of town or your cat died. Just politely apologize; you don’t have to explain yourself (unless you do because you missed some deadlines, etc.):
“I’m very sorry it took me this long to answer…”
or “I apologize for the delayed reply…”
16. “Dear Mrs. Smith”
You should be very careful with the titles before names. Many people get offended when they are addressed by the wrong titles.
17. “Have a great day!”
The way you close an email may influence whether you get a response or not; or how fast you will get it. Seeing some gratitude or a nice wish at the end of an email can dispose people to answer right away.
“Have a great weekend and I hope to hear from you soon!”
or “Enjoy the evening! Looking forward to hearing from you”.
Writing emails is an integral part of many people’s lives. Whether you write emails on a regular basis or not, it is still necessary to know how to do it right.
You always need to understand what results you want to get and write appropriate phrases to get those results.
If you write complaints and want to get your money back, you need to be convincing and reasonable, but not rude.
If you write a business email, you need to be formal and respectful. And if you write to a friend or good acquaintance, you can be personal, but still respect their time.
Always think of the feedback you want to receive and get to writing!
Related post: How to write email subject lines that get clicked