How to write an email


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How to write an email

  1. 1. So you thought it was as easy as falling off a log and you would naturally have it down pat?Image courtesy: obiwanjr on flickr (
  2. 2. You could be mistaken.Image courtesy: obiwanjr on flickr (
  3. 3. Frequency does not necessarily beget proficiency.Image courtesy: (
  4. 4. Even those hired as professional PR Reps are pretty clueless about how to compose a good email.Image courtesy: Katherine Rose (
  5. 5. No matter how basic a life skill, its something you still have to learn.Image courtesy: picdash (
  6. 6. No matter how basic a life skill, its something you still have to learn. Knowing how to write a good email – One that will actually get a response – is crucial to your success.Image courtesy: picdash (
  7. 7. You see, each email is essentially a pitch. Period. Even if you’re not literally selling a business idea, what you’re pitching is the idea that you’re worth responding to.Image courtesy: Guardian (
  8. 8. The person to whom you’re writing may get dozens, even hundreds of emails every single day, and they can’t possibly give every single email the same time and attention.Image courtesy: rmuti (
  9. 9. So just like with face-to-facepitches, these people developways of slotting their emailsinto two tracks.
  10. 10. So just like with face-to-face pitches, these people develop ways of slotting their emails into two tracks. Those that get a responseChair icon courtesy: iconspedia (
  11. 11. So just like with face-to-face pitches, these people develop ways of slotting their emails into two tracks. Those that get a response Those that get kicked to the trash folderTrash icon courtesy: iconfinder (
  12. 12. So, how do you raise one of the recipient’s chequered flags?Trash icon courtesy: iconfinder (
  13. 13. What is the key to getting a response to your email? Put yourself in the recipient’s shoes and tailor your email accordingly. How do you do that?We have outlined some of the things we look for in determining whether or not an email is worthy of a response. How do you know they work? Now, the language may seem a little harsh. But this is not one man’spersonal’s pet peeves—these are the same things that business owners,agents, and newspaper editors have told us they use in evaluating their emails. Note: These guidelines are only for emails that you write when you’re hoping for something from therecipient, even if it’s just a response. If you’re just dashing off a quick note to pass along some information or share your appreciation, or are corresponding with someone you’re very familiar with, the rules really don’t matter very much.
  14. 14. 1. Respect the recipient’s time and make sure the email is even necessary.2. Begin with a salutation.3. Type your email address correctly in the contact form.4. Address the email to a specific person(s).5. Spell the recipient’s name right.6. Build a bit of rapport before getting down to business.7. Keep it short and to the point.8. Make your request crystal clear.
  15. 15. 9. Don’t be a tease.10. If you have a website, link to it.11. DON’T USE ALL CAPS.12. or all lower cases.13. Proofread and spell check.14. Close with a valediction – Sincerely ‘or’ Best15. Return the favor.16. Last but not the least, Follow-up once. But just once. If you still don’t get a response, they’re not interested.
  16. 16. Concept and Design Ezy ( To understand the guidelines better, go through the post on artofmanliness blog. will-actually-get-a-response/
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