Easy Steps to Write Better Emails

Mar 9, 2015

Easy Steps to Write Better EmailsHow many emails do you receive each day? And how many do you send out? Emails are the primary form of communication in today’s business world, so it’s important to write them well. Here’s easy steps to write better emails.

But what if you’re already an email pro? Use these steps as a checklist, and make sure you cross each off before sending any email into cyberspace. 

Easy Steps to Write Better Emails

1. Make Your Subject Lines Short & Sweet

Get to the point.

2. Make Your Emails Short & Sweet

Write concisely. You receive many, many emails a day, and so does the person you’re emailing. Keep it simple for both of you by not saying more than you need to say.

3. Reply Quickly

Don’t let an email sit for more than 24 hours before responding. If you need to address more time in a longer email (but see #2 – does it need to be longer?), first send a quick email back letting them know that a longer, more detailed response is coming.

4. Proofread

Read your email and then read your email again. Catch any typos, attach what you said you’d attach, make sure you’ve spelled everything correctly.

5. Write in a Professional Tone

When in doubt, write with a respectful, professional tone. Don’t slip into informal, casual language unless you’re confident that the email will be received as you intended it.

6. Use Reply All, CC, BCC Properly

Do you really need to reply to all? Perhaps your response only needs to be read by a select few.

Use CC to keep others in the loop. They don’t need to respond, but at least they know what’s going on.

Use BCC to keep other addressees’ emails hidden. If you’re a recipient on a BCC list, don’t Reply All.

7. Send Reminders Properly

Didn’t get a response to your email? If it’s of low importance, don’t send a follow-up until a week has passed. If it’s of higher importance, it’s OK to send a reminder sooner.

8. Include the Right Information in Your Signature

Does your signature have your name, position, contact information? Include your address, phone number, even social media contact information if applicable. For instance, including your LinkedIn profile information is a great social network to include.

10. Know When Not to Email

Some issues demand a conversation. A phone call, an in-person meeting, a video conference. Cut down on the number of emails sent back and forth by setting up some form of instant communication.


How many of these steps do you do on a daily basis? Integrate these ten easy steps to write better emails into your business day, and you’ll cultivate an online professional persona of which you can be proud.

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