How to write effective emails

Master your emails at work

Writing effective work emails is an essential skill that can influence how you’re perceived professionally. Whether you're communicating with colleagues, clients, or supervisors, starting with the right tone and being clear about your purpose can make all the difference. Here are six important tips to help you craft better emails.

Tip #1 - Start with an appropriate greeting

Starting with the right greeting is important but often overlooked. Choose your greeting based on the nature of your relationship. In work emails, always be polite and adjust the level of formality as needed.

Use formal greetings like ‘Dear Ms Tanaka’ when writing to someone you don’t know well. If you don’t know their name, use ‘Sir/Madam’, ‘To Whom It May Concern’, or address their department (e.g., ‘Dear Sales Team’). For colleagues or people you know well, it’s fine to use ‘Hi’ or ‘Hello’ and their first name, or something like ‘Hi team’ for your own group.

Remember, the greeting sets the tone for the email, so when in doubt, it’s safer to be more formal.

Tip #2 - Clarify your purpose

Before you start writing, ask yourself: “Why am I writing this? What do I want to achieve?”

Common reasons for writing an email include providing information, making a proposal, clarifying details, asking a favour, apologising, or thanking someone.

Your purpose affects the structure of the email, so take a moment to plan. For instance, a collaboration request might get straight to the point, while introducing a product may require more background.

Aim to explain your purpose clearly in one or two sentences.

Tip #3 - Identify yourself

If the person you’re emailing doesn’t know you well - or might not remember - it’s important to briefly introduce yourself. Mention your name and include any information that helps them understand who you are and why you’re contacting them, such as your company, role, where you met, or a shared connection.

A short, clear introduction makes it easier for the reader to place you and focus on your message.

Tip #4 - Add an email signature

Having a well-structure email signature can help keep the main body of an email as short as possible. It also helps remind the recipient of who you are and where you can be contacted.

A professional email signature should contain your name, your job title, a link to the company website and any appropriate social media links such as LinkedIn.

Tip #5 - Take time to check your writing

It’s tempting to hit ‘send’ as soon as you finish writing but taking some time to proofread your email can avid miscommunication and potential embarrassment.

• Subject line is clear and relevant

• It has an appropriate greeting

• You have identified yourself (if necessary)

• The purpose is clear

• Spelling is correct

• There are no typos

• It’s not too long

Remember that if you want your written communication to look professional it’s essential to double-check everything you send out.

Tip #6 - Add an effective subject line

The subject line provides a very brief overview of your email. A well-written subject line help the reader prioritise your email and it can provide the biggest opportunity to ensure your email gets read.

Ideally a subject line should contain 3- to 8-word overview of the content of your email.

Mastering the basics of professional email writing helps you communicate more clearly and build stronger working relationships. By starting with an appropriate greeting and clearly stating your purpose, you can ensure your emails are both polite and effective.