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How to Write an Email? An Easy Step-By-Step Guide

There are multiple ways of communication and social media platforms to be connected and communicate with each other. In businesses, the best way to communicate with your customers, employees, or business partners is by email. 

Email marketing is the most convincing way to communicate with your customer to increase your business. Business emails will help you in building a strong relationship with your clients. So, ensure your email is efficient enough to boost email marketing campaigns.

Email validation with a well-crafted email increases the likelihood of your messages being delivered to the right audience and achieving your communication goals.

To get the right response from your recipient, you must write your email carefully. In this article, we will guide you on how to write an email.

What is an Email?

Email stands for electronic mail, a communication method. It’s a method to send or convey messages from one computer to another computer using the internet. People can send emails to others through the internet using their computers or laptops. It requires the email address of both and the internet.

An email can be personal or professional. It is a way of sending messages in the digital world. Email marketing is the key source of generating good revenue. Some email etiquettes need to be followed in all types of emails. So it is very important to write an effective email for your business.

Here are a few tips for writing effective email

A professional email is a reflection of your business. It should have email etiquette and the tone of your brand. But if it’s really hard for you, StudyCrumb can help you write both the perfect email and the original content for your business.

Moreover, we are sharing some tips for how to write an email to make it more effective. It will increase the efficiency of your email to get the recipient’s attention. Here are tips as follows: –

  • You must use a professional email address.
  • Manage a formal tone throughout the mail, which should showcase your brand identity.
  • Use a simple and catchy subject line.
  • Start your email with a positive greeting.
  • Messages or emails should be short and concise.
  • Use a single font, and use images but don’t overdo anything.
  • Wrapping up email with positive remarks.
  • Be simple and kind while signing off.
  • Use an appropriate signature like your name, designation, or company’s website.
  • Proofread everything in the email, like spelling errors, grammar, etc.
  • You can schedule an email.
  • You can set up reminders and follow-ups.

A step-by-step guide to writing an email

Business emails or Professional emails are used to convey your messages. When done right, you will get a positive response from recipients, like a click-through to a website, a reply, etc. While writing an email, you need to understand its importance which will boost your revenue. Therefore, email writing is a part of email marketing.

Here are the steps that will show you how to write an email very simply. These few steps will tell you to craft the right email with some insightful points that need to be understood. There are 8 simple steps to write an email as follows: –

1. Subject line 

Subject line

A subject line is the first thing a recipient reads. The subject line aims to grab the recipient’s attention and give them a hint about the content of the email. It is the most important part of the email before it gets opened, so it is better to be creative and simple.

It should be eye-catchy to get recipients’ curiosity to open the email. It should clearly indicate to the recipient what is in the email. You can use emojis to grab the recipient’s attention.

2. Greeting

Start your message with a positive greeting. In formal or professional emails, you should pay attention to the words you use for greeting. It should be positive but should not be over-friendly or over-stiff.

Your relationship with the recipient will help you to determine which word you should use for greeting. For example, avoid using words like Dear, Hey friends, etc. Some examples of greetings you can easily use for professional emails are Hi, Dear (name), Greetings, Hi everyone, etc.

3. Introduce yourself or give the purpose of your email 

After starting with a positive greeting, you have to introduce yourself or your brand and set the background of your email.

Then, explain the purpose of your email, like what makes you write an email to the recipient or the reason to connect with the recipient. It also depends on whom you are sending an email. For example, if the recipient of your email is your customer and you are sending an email for the first time, then you should mention your brand.

4. Body or the message in the email 

Body or the message in the email 

It should be short and concise. The message in an email should be to the point. In recent times, everyone’s email box has been filled with emails. People don’t have time to read lengthy emails.

So you should keep it short and simple. For that purpose, you can also get assistance from online writing tools, like an online text summarizer or an online paraphraser. It can make the text clearer, shorter, and more effective. Also, use a single font throughout the email. Plus, you can use images or gifs to explain your message in short. Make sure to use at least one CTA. This will increase your growth. And maintain the tone of your brand. You can give an offer to customers to increase user engagement.

5. Closing texts 

It is as important as the greetings. It should be positive, like positive greetings. You can end your message with texts encouraging the recipient to respond positively. Make the end of your email guide the recipient to where the conversation should go.

Closing words should be the beginning of the next conversation with the recipient. For example, ‘looking forward to your response’, ‘happy to help you’, ‘please feel free to call’, etc.

6. Signing off 

When signing off at the end of a professional email, use simple and kind words. It should be short and simple. If you send an email for the first time to the recipient, you should manage the formal and proper way to sign off. You can use simple ‘thank you’ at the end or ‘thank you for your time’.

You can use some good words for signing off: -Sincerely, Have a wonderful day, Kind regards, Warm wishes, All the best, Best wishes.

7. Your signature 

Your signature 

Always use a professional signature at the end of your email. You should use an email signature that shows your brand, name, and role in the company. It will help you to build the trust and authenticity of your recipient. You must include the company’s social media links and contact details (phone number and address). You can use an HTML signature.

8. Check everything or proofread 

As the message of your email ends, and you have written a proper email for your recipient, check everything again. Before clicking on the send button, proofread the email. Please make sure that everything in the email should be good.

Any grammatical or spelling mistake will ruin the message. All the formatting, images, CTAs, and grammar or spelling should be correct. If you require assistance, consider hiring an editing service for that professional touch.

Note: Make an Email Template

Email writing is essential in marketing and must be the best to grow your business. To minimize the time of writing the same type of email again and again, you should create a template for it. An email template you create with a purpose can be used for every recipient you have to send it to.

You can create a customized email template as many as you need. A properly written email template can help in saving time and avoid mistakes. In addition, there’s a ton of AI writing tools that you can use alongside your templates to speed up the email writing process.


Communicating through email is essential in marketing to build strong relationships in businesses. You should know how to write an email with email etiquette and keep yourself updated on tips and changes. We have shared some important tips to make your professional email more effective. 

Whether you are writing an email to a client or an employee, improve your brand value. Keep it simple and to the point.

Whether you are crafting an email to a client, an employee, or anyone else, focus on enhancing your brand value. Keep your communication simple, concise, and considerate of your audience’s needs, all while being mindful of factors such as email marketing cost.

To write perfect emails and use pre-made templates, consider using NotifyVisitors email marketing software. To know more about it, schedule a free demo


Q1. What is an Email?

Email stands for Electronic Mail, a communication method. It’s a method to send or convey messages from one computer to another computer using the internet.

Q2. How to write an email?

There are some tips for writing an effective email.

  • Use a professional email address.
  • Manage formal tone
  • Use a simple subject line
  • Start with a positive greeting
  • It should be short and concise
  • Use single font, and images
  • Wrapping up with positive remarks
  • Be kind while signing off
  • Use appropriate signature
  • Proofread everything
  • Schedule email
  • Set up reminders and follow-ups.

Q3. Write down the steps to write an Email?

There are eight simple steps to write an email as follows: –

  • Subject line
  • Greeting
  • Introduce yourself or give the purpose of your email
  • Body or the message in the email
  • Closing texts
  • Signing off
  • Your Signature
  • Check everything or proofread

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Stella is a content writer at NotifyVisitors, a marketing automation software that helps businesses to expand their reach. Apart from writing, she enjoys reading and cooking.