20+ Email Writing Format Samples – PDF

Email has become the most important and widely used medium of communication that we still use despite the emergence of other communication media on the Internet. We have also become dependent on email writing that it has become an indispensable part of our daily activities particularly in the industry of commerce. Emails make it possible for people to still be able to send messages to each other without facing each other, without caring about the distances and time zones, and without bothering about the time and the speed of the arrival of their messages. You may also see meeting email samples.

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However, despite the fact that email writing being a part of our daily lives, we still need to reacquaint ourselves on how to write an email properly. With that, we have here in this article some email writing examples that you can make use of should you want to write an email properly, as well as some ways that can help you on how to write emails that are very effective. You may also see professional emails.

Ways on How to Write Effective Emails

The use of email as a means of communication has long been an important tool especially in the world of business. However, despite being a major tool for communicating, emails are also the reason why there are miscommunication, misunderstandings, and other negative consequences among business people. The reason? They do not know how to write effective emails. Writing an effective email means that you are not susceptible to miscommunication. It means that your intended message is not only received but also understood by the people you intend to communicate with. You may also see introduction emails.

Research says that an average office worker would receive around 80 emails a day and that is just receiving! What about the sending? Just imagine that and with that number of emails, it is possible that there will be a lot of things that will get overlooked such as a lot of typographical errors, spelling and grammar mistakes, wrong usage of words, and poorly constructed sentences. You may also see email examples.

With that, we have listed down the ways on how you will be able to write effective emails that will ensure you that in the next email you are going to send, it will be clearer, better, and most of all, more effective. You may also see formal writings.

1. Resist the temptation of “over-communicating”

A lot of people have the tendency of “over-communicating” through emails. Over-communicating happens when you tend to write more than what you should just write and what your intended reader is capable of reading. You may also see feedback emails.

Little do people know that one of the sources of stress in the workplace is caused by the great number of emails that people receive and send in a day. This is why, before you would start banging the keyboard for your next email, calm yourself and resist the temptation of over-communicating. You can also ask yourself whether there is really a necessity for you to cram all the things you want to say in that email or you can give the reader options on how you can discuss the matters further, be it via a phone call, video call, or a face-to-face discussion. You may also see complaint emails.

Additionally, if you initially thought that in emails your messages, conversations, and other sensitive information are safe from prying eyes, then you are wrong—emails are not actually as safe and secure as you assumed. It is through over-communicating that you will be able to input a lot of sensitive information, and since emails are not that entirely secure, then you must make sure that when you are going to discuss such kind of information, it is best that you suggest you could talk it over in person or even in a phone call or video call. You may also see meeting email samples.

Business Inquiry Email Example

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Communicating Through Email

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Effective Email Communication

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Email Best Practices

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Email Writing Etiquette

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2. Always make a good use of that subject line

Get a hold of a newspaper or just try imagining one: what do you immediately see? It’s the large headline, right? That headline does two things and that is to grab the reader’s attention and the other is to summarize what the article is all about. Just like the newspaper headline, the subject line of the emails you are sending should be exactly how newspaper headlines function. You may also see internship emails.

You might be one of the people who would forget writing on the subject line for being too focused on writing the body or for being in such a hurry. This is a grave mistake because subject lines play an important role in emails. If it has no purpose, it wouldn’t be there in emails, right? You may also want to know what is writing used for.

If you keep the subject line blank, it will be seen as a spam message and the people you are sending it to will view it as something that is not important at all. Writing subjects for your subject line should not be that difficult enough for you to supply one. All you have to do is to choose your words well so that your recipients will be able to immediately know what your email is all about as soon as they receive it. You may also see follow-up emails.

If it happens that you are sending regular emails, say a daily or a weekly report, you may want to consider adding the date of that report on the subject line of your email for future references. You might be sending an email with a call to action and if you want this to become effective enough, you can add call-to-action words such as “Please reply by *insert preferred date*” so that the recipient of your email will immediately understand that you are needing his or her reply on a certain date. You may also see announcement emails.

One indicator that you have a written something effective in the subject line is that it would automatically make the recipient understand what the email is all about without having to open the email and that it could also serve as a reminder of something that is important such as a meeting. You may also see job application emails.

Email Writing Samples

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Example of an Email Accepting a Job Offer

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Formal Email Writing Exercises

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Formal Letter Email Example

How to Write Emails and Letters

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3. Keep it simple but clear, short but concise

We all know of the K.I.S.S. rule that means “Keep it Short and Simple,” however, your email could be simple but it is not clear enough for the recipients to even just understand a gist out of your email, and it could also be short but it also lacks the necessary information your recipients would want to get out of your email. With that, let us modify the K.I.S.S. rule into K.I.C.C. which means “Keep it Clear and Concise.” You may also see invitation emails.

Like all other business or formal letters, emails should always be clear and concise. If you want your emails effective enough, you have to make sure that you are able to construct sentences that are not just short but also clear and direct to the point. The body of your email should contain relevant content and that it delivers the pertinent information the recipient expects receiving from you. You may also be interested in job offer emails.

However, unlike a traditional letter, an email could possibly contain more than one topic and you may have the tendency to do so since sending an email does not really cost that much since it’s basically free of charge using the Internet. In the event that you would need to relay information that has various topics, you should consider breaking it down and sending it in separate emails. Just take note in the subject line what that email is all about. Breaking this down will enable your message to be clearer to the recipient and this will also enable him or her to reply to a certain topic one at a time. You may also see condolence emails.

However, if you should really send an email that contains various topics, such as a daily or a weekly report, and that you should never break it down into separate emails, an alternative would be breaking it down into numbered paragraphs or bullets. This way, you will be able to chunk the information into a manageable size that would not overwhelm the recipients of your email. You may also see payment emails.

The important thing that you should keep in mind when writing a clear and concise email is that you just have to find the right balance. While you do not want to bombard someone with long emails, you might not also want to neglect the importance of why you have to send an email and how important that email is. You may also see thank you emails.

Learning How to Write Emails

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Rules for Writing Professional Emails

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Sample Business Email

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Sample Email Writing Request

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Strategies to Supercharge Email Writing Skills

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4. Observe politeness

You might be one of the people who think that you can go on full informal and personal when writing an email since it’s not like the traditional business and formal letters that you really have to make sure that you follow the rules when writing one. However, the way you write your email affects the reflection of your individuality and not just as a professional. It reflects your values and your attitude and that is why, if you want to make a good and lasting impression, you have to make sure that you supply whatever the needed level of formality that there is. You may also see goodbye emails to coworkers.

This is why you should make sure that you are polite when writing an email. Being polite means that you respect the person you are sending an email to regardless of his or her position and status. There is also a possibility that they are going to print it and show it with other people. There are ways you can show politeness through your email and the most common would be your choice of words and how you construct your sentences. You may also see welcome emails.

Even if you are on good terms with the one you are sending an email to, but if it’s for business purposes, avoid writing using informal language, inappropriate abbreviations, unfamiliar slang, and unfamiliar jargon. Avoid emoticons too even if you are to use it when clarifying your intent. You may also see remainder emails.

Depending on the kind of email you are sending, make sure you would consider closing your email with closing remarks such as “Regards,” “Yours sincerely,” or “All the best.” You may also see resignation emails.

Thank You Business Email Example

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Writing a Formal Email

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Writing Business Emails

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Writing Effective Emails

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5. Take note of the tone of your email’s content

When you are in a meeting with someone especially in a formal business setting, you intend to make sure that you take note of the tone you are using when talking to the people in that meeting. You can also assess the feelings of other people through their language, facial expressions, and even through the tone of their voice. It’s a different case when it comes to emails because you will not be able to hear the voice of the person you are talking to. This also means that the chances of your email’s message to be understood differently is also high. You may also see confirmation emails.

However, there is a way that can make your email “sound” and that is through making sure that your choice of words are appropriate, the length of your sentence is just right, the use of punctuation marks and capitalization are correct. Any mistake here would lead to the misinterpretation of the intent of your message. You may also see job offer emails.

Here’s an example of a simple email that could really go wrong:

  • Jack,I demand you to hand the weekly report by 6:00 PM within the day or else I’ll have nothing to present to the board meeting tomorrow morning. —Jill

What have you noticed? Jill sounded too demanding and threatening at the same time, right? But what if Jill is actually not and that she was just merely asking for Jack’s report? If she is, then her choice of words here are obviously poor. Let us reconstruct the entire email:

  • Hi, Jack. Thank you for all the efforts you have done for the weekly report. Could you please do hand it to me before you leave work for 6:00 PM so I will be able to make it before the board meeting? Thank you!
    Jill

How does the revised version sound? It does sound more pleasing and polite, right? And that tone is just right enough for Jack not to feel threatened for his life. The tone really matters even in write-ups. Any mistake in your choice of words will lead to misunderstandings and miscommunications. And anything that will result to miscommunication will defeat the main purpose of sending emails which is communication. You may also see formal writings.

Writing Emails in Preparation for Meetings

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Writing Good Emails

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Dos and Don’ts of Email Writing

Following these dos and don’ts of email writing will keep you guided when writing an email.

Dos

  • It is important that you should keep your message in your email brief. It is not some kind of friendly letter that you could go on and on. Keeping your message brief shows that you respect the person who is going to receive it, your respect his or her time and the fact that he or she might have other things to do than read a lengthy email. Additionally, keeping your message brief could give you a better chance of getting your email read and replied to.
  • Immediately state your purpose upfront of why you are writing the email as early as the first two sentences of your email. Again, the recipients might have better things to do rather than figuring out what your purpose for writing is after two or more paragraphs.
  • As mentioned above, do not forget to write on your subject line. Also be concise on what you place on your subject line because if it is an effective one, it could help the recipients in looking for it in case of future reference and that they can easily know whether to prioritize that email or not. Also, make use of your email provider’s features wherein you will be able to mark the email before sending it whether it is “important” or that you need their response immediately.
  • As much as possible, do limit your email to at least one topic or one matter only. Cramming a lot of topics in our email could potentially bury the important information. However, if this is hard to avoid in some cases, make use of bullet points instead of straight-on paragraphs so that your recipients will not be overwhelmed.
  • Even if you are in a hurry, always be polite and courteous. Typing “please” and “thank you” will not take too much of your time. Additionally, it is a good plus on making a good impression. In return, you will also be able to reap your politeness and courteousness for your recipients will surely reply to you in such manner.
  • Be discreet about what contains in your email as you may already know that emails are not entirely private. Be wary of becoming one of those people in the news who had their emails subpoenaed and posted on the front page of the newspaper. Be careful about what you write in your email as they could be used against you and make sure that it is something that you are comfortable sharing with other people.

Don’ts

  • Do not send an email when making a phone call, or a video call is more proper and feasible. Avoid instances when you will be throwing emails back and forth when discussing things when it can be easily resolved through a conversation. You can just email a person stating you would like to discuss over the phone or any video messaging applications about a certain matter.
  • Do not write in an email anything or matter that is private, confidential, sensitive, and potentially incriminating. Again, you would not want to be one of those people who had emails published in a newspaper and who had their emails subpoenaed.
  • Do not introduce a new topic to discuss halfway in the body of your email message. You are already adviced not to cram a lot of topics to discuss in a single email and introducing a new topic in the middle of your email already means that you are discussing more than one topic.
  • Do not forget to proofread your email before clicking the “Send” button. You do not only need to check on the grammar, spelling, and usage of words but you also have to check whether the message you intend to send is what you have indeed written on your email so as not to cause any confusion, misunderstandings, and most of all, miscommunication.

Proper Email Writing Etiquette

Even if you may just consider it as “just email,” there are still email writing etiquette that you should follow:

1. Be clear and direct when it comes to writing a subject line so your recipient will immediately understand, in just a glance, what the email contains.

2. Make use of a professional email address and ditch the inappropriate ones you have created when you are in grade school or high school (“cutebabygirl@…,” “punkstar@…,” “gamerboy@…”). How will you be seen as a professional if you will still make use of those?

3. Check before hitting the send button—you might be hitting that “reply all” and send to more than 20 people a reply that is just intended for one. If you find receiving this kind of email bothersome, then you would also not want to become such a bother to other people, would you?

4. Do consider including an email signature as this will provide your recipients with additional information about you. This would usually consist of your full name, title, the company name, your job position, and your contact information such as your work number.

5. Make use of professional salutations and avoid conversational and informal one that goes, “Hey you guys,” “Hey,” “Yo,” and “Hi folks.” Even if you are writing to someone you are fondly close with, if you mean business, then be businesslike. Instead, you can simply just use “Hi” or “Hello” along with the name of the person you are addressing the email to.

6. Avoid the overuse of exclamation points and words in capitals as this could affect the tone of your email. You might be seen as too excited, angry, or threatening, even. It would only result in having an impression of you as someone who is too emotional or immature.

7. Always reply to the email message that you receive from somebody, even if it is not intended for you or if it was missent. Chances are, the person who mistakenly sent it to you is unaware of his or her mistake and may be waiting for you to reply. Do reply to him or her and inform the missent message so he or she will be able to send to it the one who should be receiving it.

Even in as simple as writing an email, there are still a lot of things that you have to keep in mind when writing one. We hope that with the help of this article, you were able to understand more about email writing and how to write an effective one. You may also be interested in growing your business with this email marketing tips.

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