In today’s crowded inboxes, getting someone to open—and more importantly, read—your email is a real challenge. Whether you’re reaching out for business, marketing, or personal reasons, your email has to stand out and connect. So, how can you write emails that people actually want to read? Here’s a practical guide to help you craft messages that grab attention, hold interest, and encourage action.
Understand Your Audience First
Before typing a single word, ask yourself: who is this email for? Knowing your audience shapes everything from tone to content. Are you writing to colleagues, clients, or casual acquaintances? Is the reader pressed for time or looking for detailed information? Tailoring your message to their needs and preferences increases the chances it will be read thoroughly.
Craft a Clear, Compelling Subject Line
The subject line is your first impression and often the deciding factor in whether your email gets opened or ignored. It should be concise, specific, and relevant. Avoid vague phrases like “Hello” or “Quick question” and instead hint at the value inside. For example, “Boost Your Productivity with This Simple Trick” gives a clear reason to click.
Try to keep your subject line under 50 characters so it’s fully visible on mobile devices. Also, steer clear of all caps or excessive punctuation, which can look spammy. Testing different subject lines can help you find what resonates best with your audience.
Start with a Friendly, Direct Greeting
Once your email is opened, the greeting sets the tone. Use the recipient’s name when possible, as personalization increases engagement. A simple “Hi Sarah,” or “Hello John,” works well for most contexts. If you don’t know the recipient’s name, “Hi there,” or “Hello,” can suffice but be mindful that it feels less personal.
Avoid overly formal or stiff openings unless the situation calls for it. The goal is to be approachable and professional without sounding robotic.
Get to the Point Quickly
People’s attention spans are short, especially in emails. After the greeting, dive straight into the purpose of your message. Let the reader know why you’re writing within the first one or two sentences. For example: “I wanted to share some tips on improving your email open rates” is clear and sets expectations.
Avoid long-winded introductions or unnecessary background details at the start. If context is needed, keep it brief and relevant.
Use Short Paragraphs and Bullet Points
Breaking up text into digestible chunks makes your email easier to scan. Short paragraphs—two to four sentences—are friendlier on the eyes and keep the reader moving. Bullet points or numbered lists are especially helpful when sharing multiple pieces of information or steps.
This formatting also helps highlight key points and calls to action, making it more likely the reader won’t miss them.
Write in a Conversational Tone
Emails that sound like a conversation feel more engaging and less like a formal announcement. Use simple, natural language and write as if you were speaking directly to the recipient. Avoid jargon, complex vocabulary, or overly technical terms unless you know your audience is comfortable with them.
This approach builds rapport and makes your message easier to understand.
Include a Clear Call to Action
Every email should have a purpose, whether it’s to get a reply, share information, or encourage the reader to take a specific step. Be explicit about what you want them to do next. For example: “Please reply with your availability for a meeting,” or “Click here to download the guide.”
Place the call to action prominently, ideally toward the end of the email, but ensure it’s clear throughout if appropriate. Avoid vague or passive requests that leave the reader unsure how to respond.
Mind Your Tone and Positivity
Tone is everything in email communication. Even a simple message can be misinterpreted if the tone feels harsh or indifferent. Strive for positive, polite, and respectful language. Use “please” and “thank you” where appropriate and avoid sounding demanding or impatient.
Reading your email out loud before sending can help you catch unintended tones.
Proofread Before Sending
Typos, grammatical errors, and formatting issues can undermine your professionalism and distract the reader. Take a moment to review your email for mistakes before hitting send. Tools like Grammarly or built-in spellcheckers are useful, but a manual read-through is also important.
Know When to Follow Up
If you don’t get a response, it’s okay to follow up politely after a reasonable amount of time—usually a few days to a week. Keep follow-ups brief, friendly, and reference your previous email to provide context.
Final Thoughts
Writing emails that people want to read is a skill that improves with practice. By understanding your audience, writing clearly and concisely, and maintaining a friendly tone, your messages will be more effective and better received. Next time you draft an email, remember these tips and watch your engagement rise.
