How to Write an E-Mail

Learn how to write an email from beginning to end

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• A computer, an Internet connect, an E-mail client
• A keyboard or microphone
• Your fingers or voice, or whatever it is you use to compose an email with
• A recipients email address

1. All emails whether they’re chain letters, a letter of introduction, a notice to family and friends about your life’s current status and so on, all have the same basic elements: a subject line, a return address, a body, hopefully a purpose and sometimes even a direction or initiative and a signature as well as contact information. Now that you have the proper tools in which to compose an e-mail - it’s time to draft one up!
2. Step #1: Subject Line
   
   A subject line should state more than just “Hello” or “Hi” – in today’s world, most spam filters will automatically send any subject line with such words directly to the trash can; and you don’t want that!
   
   A subject line is a lot like a title to a story, it should lend some sort of insight as to what the email is about. It’s best to keep the subject line short and simple, yet attractive and insightful to the person receiving it.
   
   If you’re sending an email to someone who either you don’t know and/or have never contacted before, it’s best to arouse their interest with a subject line that relates to a common connection or interest that you both share.
   
   If you’re sending an email to someone whom you haven’t contacted in a very long time, perhaps a name refresher might be more beneficial or a school/company name.
   
   If you’re sending an email to someone you connect with regularly, well, you can pretty much title your email anything you want! More often than not, just having your address in the other person’s books will bypass you through even the toughest spam filter processes!
3. Step #2: Introduction
   
   There’s two parts to the introduction: 1) Addressing the recipient and 2) Introducing yourself to the recipient.
   
   Addressing the Recipient
   
   Depending on whom the recipient is and how well you know them, will determine which type of address you’ll use – a simple form or a more formal form.
   
   For example if you’re emailing your Mother, you’ll probably just use “Hi Mom!” and then your email. If however it’s someone who you don’t know or have never contacted before, the more “proper” or “formal” address should be used: “Dear Mr. or Mrs. Last Name:” and if you don’t know their name “To Whom It May Concern:” should be used (as a last resort).
   
   Introducing Yourself
   
   A simple yet effective introduction should be used in any email to anyone whom you don’t personally know, have never contacted before or who may not remember you from a past connection. You can by-pass this step if it’s someone you’re in constant contact with or in touch with on a more regular basis – hopefully they know who you are!
   
   Introducing yourself can sometimes be tough, as you don’t always know what to say, but the key point is to keep it simple and brief. Your intro doesn’t have to be long winded, it can be as short as one sentence - simply state the basics: your name, and if you want age, location, interests and most importantly why you’re sending the email and how you found out about the person you’re emailing.
   
   An example: Lets say you owned a horse ranch in Texas and according to your website were offering a horse back riding camp for the summer. My intro email to you may go something like: “To Whom It May Concern: My name is Theraisa K, I’m an 18 year old beginner horse back rider from Texas. I came across your website through a Google search and I am interested in obtaining more information about your upcoming Summer Camp for horse back riding….”
   
   You can make your intro as formal or un-formal as you’d like, but just remember to keep it short and to the point!
4. Step #3: E-mail Body
   
   What you put in the body of your email is up to you, but like an essay it should have a purpose, not just some random jumble of thoughts (unless it’s a forwarded message or chain letter).
   
   A well structured and thought out email is always the best – though it doesn’t have to be, like I said, it’s totally up to you want goes into this area of your email!
5. Step #4: Closing Statement/Information
   
   After you’ve finished composing the main guts of your email, you should close it out with a reaction/action point – something that will cause the recipient to react or act upon the information within your email.
   
   An example would be: “At your earliest convenience please check out my website at http://www.theraisak.com and email me at [e-mail] with your thoughts!”
   
   Don’t forget to include your name (can be as formal or in-formal as you want depending on whom you’re sending the email to). Again, if you’re sending it to your Mom, you could simply use your first initial, your nickname, or your full name depending on your mood. If you’re sending it to a potential employer or someone else your first and last name would be more appropriate including any titles or abbreviations (like Dr., MD, etc.)
   
   After your name it is wise to put your contact information – you can put as little or as much as you want. Offering more options is always best, but if you don’t feel comfortable with forking over your phone number or mailing address, at least offer a return email address or website URL. Anything is better than nothing!
6. Step #5: Attachments
   
   Attachments such as photos, videos and documents should be used only in emails to those who requested them, who know you personally or who are expecting them. Its best to contact the person first and ask if you can send them an attachment than it is to actually send it before forewarning them. Of course this rule doesn’t always apply, but I’m sure it’d be appreciated if the recipient is forewarned - I doubt they’d want to get an unexpected virus or fill up their inbox!

Tips & Warnings

• The E-Mail Structure: To – Recipients email address From – Your email address Subject Line – Should be short and to the point Body of Email: The Beginning – Should contain your introduction or at least a statement about why you’re emailing. The Middle – Being the main body of your email that has all the information pertaining to your statement/introduction. The End – Should contain a point of reaction (causes the recipient to want to do something, like email you back, check out your website, etc.), your signature and contact information. Attachments – Only if necessary and should obviously be related to your email Please keep in mind that not every email is the same - something you write to your parents or friends would be classified as an “informal” email and may contain forwarded information, attachments, and so on. Something that you’d send to a company or industry professional would be classified as “formal” and would probably be a bit stiffer in format with proper titles, salutations, information, closing statements and signatures. With all that said, you now know how to write an email!