Great email copywriting isn't easy. Much like learning to write a great novel or learn a language, it takes practice and careful attention to detail. It can be an absolute pain in the ass, but if you're serious about improving, there's some simple steps you can take to write better emails today. Email is most likely a vital part of your professional existence, so any improvement is time well spent!
1. Think About Your Recipient's Point of View
The first step in writing better emails is to put yourself in your recipient's shoes. This can be hard to do if you're sending an email to someone you don't know, but it's worth the effort. Think about what they want from the conversation and what they'll be expecting from you before diving into the message itself.
2. Keep it short and to the point
The best way to write a good email is to keep it short and to the point.
You don't need to write a book every time you send an email. It's okay to use bullet points when possible, or even just leave out some of the details.
When it comes down to it, your ability to write good emails is all about being concise and clear. This makes it easier for people to understand what you're trying to say, which means less time wasted on misunderstandings and clarifications.
In other words, writing shorter emails will save everyone time in the long run.
3. Use a clear subject line
Because most people get too many emails and don't have time to read all of them, your subject line is one of the most important parts of your message. The subject line should be short but descriptive enough for people to know what the email is about. Don't use vague words like "Hi" or "Question." Instead, try something like "Question about AdWords campaign" or "Next week's event details."
Subject lines are very important—so much so that we've written a whole post dedicated to them!
4. Read your email out loud before sending it
This one's my favorite tip because I'm always surprised by what sounds weird or awkward when I read it out loud. It also forces me to pay attention to punctuation and sentence structure more closely than I would otherwise.
If you have time, let someone else read it too! They may catch things that you missed, or just give an honest opinion on how well-written it is.
5. End with a call to action or a question
If you're writing an email that you expect people to respond to, then it's important to make sure it has a clear call to action. Make sure there's no ambiguity about what that action is or how long they have before the deadline (if there is one). If you have questions you need answering, make sure you lay them out clearly at the end. Using bullet points here is useful. If there's multiple people included in the email, don't forget that you can type @ and then the persons name in Gmail to tag them, so you can direct the right question to the right person.
6. Proofread your email for spelling and grammar errors
Nothing screams "I'm unprofessional" like bad spelling and poor grammar. Even if you know how to write well, it's easy to make mistakes when typing quickly or when you're working on other tasks.
Yes, we know that spell check is supposed to catch everything but it doesn’t always work as advertised. Look for words that are spelled correctly but mean something else ("there" instead of "their," for example). It's also important to check for tone and make sure your message sounds friendly and professional. So proofread carefully before you hit send!
You want to be as clear as possible in your emails. State what you're trying to say, and say it directly. Don't mince words or add any unnecessary filler just because you think it'll make your email sound nicer. Be straightforward, get to the point, and state things clearly so that there is no room for confusion. It'll save you time, keep your audience engaged, and make communication easier for everyone involved.
We hope you'll be able to use this advice to refine your own email communications. Everyone has their own style and preferences, so don't hesitate to do things your own way. After all, there's no perfect formula for writing a great email, but these tips should provide some useful suggestions on how to get started.