Email Writing Format: How to Write an Email Effectively (Tips and Examples)

Today, email writing is the backbone of modern communication. Whether reaching out to potential clients, communicating with coworkers, or building business relationships, knowing how to write an email can make or break your professional success. 

Many people need help with email writing - they either write too casually, too formally, or miss important details that could get their message across better. Poor email writing can damage your reputation, while well-written messages can open doors to new opportunities and strengthen your professional relationships. 

This article will walk you through everything you need about email writing format and give you real examples you can start using today.

Making an effective email isn't just about putting words together. The formal email format has specific parts that work together to make your message clear and professional. Let's look at each part in detail and understand why it matters for your communication.

To Field 

The recipient field is your first important step in email writing. Getting this wrong can send your carefully written message to the wrong person or make it bounce back. Here's what you need to remember: 

• Always check email addresses twice before sending 
• Use CC (Carbon Copy) when others need to know about the email but aren't the main recipients 
• Use BCC (Blind Carbon Copy) when you need to keep recipient emails private from each other 
• For multiple recipients, think about whether separate emails might work better 
• Keep distribution lists updated and organized 
• Remove old or incorrect email addresses from your contacts 
• Double-check auto-complete suggestions to avoid sending to the wrong person

Attachments 

Handling attachments properly is crucial for professional emails: 

• Add files before writing your message so you don't forget 
• Keep total attachment size under 10MB when possible 
• Use clear file names (Example: "Sales_Report_October2024.pdf") 
• Mention attachments in your email message 
• Use cloud links for big files 
• Check that attachments are actually included before sending 
• Make sure file formats are commonly accessible 
• Compress large files when needed 
• Consider converting files to PDF for better compatibility 
• Test links before sending them 
• Save important attachments in an organized folder system

Email Subject 

Your subject line often determines if someone opens your email or ignores it. Following the formal email writing format, your subject should be: 

Good examples: 

• "Meeting Request: Q4 Strategy Review - Nov 28" 
• "Invoice #1234 for October Services" 
• "Urgent: System Maintenance Schedule - Action Required" 

Bad examples to avoid: 

• "Hey" 
• "Important!!!" 
• "Please read" 
• "Following up" 
• "Quick question" 
• "ASAP!!!" 
• "Check this out" 
• "Re: Re: Re:" 
• "????" 
• “No subject”

Greeting 

Your greeting sets the tone for your whole email. The format of email writing starts with the right greeting: 

Formal situations: 

• "Dear Mr. Johnson," 
• "Dear Dr. Smith," 
• "Dear Professor Williams," 
• "Dear Ms. Thompson," 
• "To whom it may concern," 
• "Dear Hiring Manager," 
• "Dear [Company Name] Team," 
• "Dear Board Members," 
• "Dear Selection Committee," 
• "Dear Sir/Madam," 

Semi-formal situations: 

• "Hello Sarah," 
• "Hi Team," 
• "Good morning everyone," 
• "Hello, all," 
• "Hi [First Name]," 
• "Good afternoon," 
• "Hi there," 
• "Hello, colleagues," 
• "Hi [Department] team," 
• “Greetings,”

Email Body 

This is where your main message goes. The best email writing examples follow this structure: 

Opening paragraph: 

• State your purpose clearly 
• Mention any previous communications 
• Keep it brief (2-3 sentences maximum) 
• Be direct but polite 
• Introduce yourself if needed 
• Provide references to any mutual connections
• Acknowledge any previous interactions 
• Set the context for your message 
• Thank them for their time or previous response 
• Show appreciation for their attention 

Middle paragraphs: 

• Present your main points 
• Use short paragraphs (3-4 sentences each) 
• Include bullet points for easy reading 
• Give specific details and deadlines 
• Provide relevant background information 
• Include examples when helpful 
• Explain any technical terms 
• Answer anticipated questions 
• Offer solutions to problems 
• Share relevant data or statistics 

Final paragraph: 

• State clearly what you want them to do 
• Give next steps 
• Thank them for their time 
• Offer additional help if needed 
• Set expectations for follow-up 
• Provide timeline information 
• Include your availability for meetings 
• Mention any important deadlines 
• Ask for confirmation if needed 
• End with a courteous closing

Closing 

End your email professionally based on the situation: 

Formal: 

• "Best regards," 
• "Sincerely," 
• "Kind regards," 
• "Yours faithfully," 
• "Respectfully," 
• "Thank you for your consideration," 
• "With appreciation," 
• "Yours sincerely," 
• "Best wishes," 
• "Cordially," 

Semi-formal: 

• "Thanks," 
• "Best," 
• "Thank you," 
• "Regards," 
• "Cheers," 
• "Much appreciated," 
• "Many thanks," 
• "All the best," 
• "Take care," 
• “Have a great day,”

Signature 

Your email signature should include: 

Essential elements: 

• Full name 
• Job title 
• Company name 
• Phone number 
• Email address 
• Business address 
• Company website 
• Professional certifications 
• Department or team 
• Time zone (for international business) 

Other elements you can add: 

• Company logo 
• Professional social media links 
• Office hours 
• LinkedIn profile 
• Professional photo 
• Company tagline 
• Legal disclaimers
• Pronouns 
• Languages spoken 
• Professional associations 

1. Story-Based Email Example

Subject: From Struggling to Success: A Small Business Growth Story 

Dear [Name], 

I wanted to share an amazing story that will likely interest you, especially if you're working to grow your business through email marketing. 

Six months ago, Sarah's Bakery, a local business in Boston, was about to close its doors. Their foot traffic was down, and their email newsletters weren't getting any responses. The owner, Sarah, was ready to give up after 15 years in business. That's when we stepped in with a simple but powerful email marketing plan. 

The Problems They Faced: 

• Only 50 people were opening their weekly emails 
• Their mailing list was old and unorganized 
• They sent the same generic message to everyone 
• Their subject lines were boring and predictable 
• Pictures of their products were of poor quality 
• They had no way to track what was working 

The Changes We Made: 

1. Split their email list into three groups: 

• Regular customers 
• Occasional buyers 
• People who hadn't bought in 6 months 

2. Created different content for each group: 

• Special previews for regular customers 
• "We miss you" discounts for occasional buyers 
• Big comeback offers for inactive customers 

3. Improved their emails by: 

• Taking better photos of their baked goods 
• Writing catchy subject lines 
• Including customer stories 
• Adding local news and events 
• Creating a loyalty program 

The Results: 

• First month: Email opens went up to 45% 
• Third month: Store visits increased by 67% 
• Six months later: Sales doubled 
• Today: They're opening a second location 

Would you like to hear more about how we could create similar results for your business? I'd be happy to schedule a quick call to talk about your specific situation. 

Best regards,  
[Your Name] 
[Designation] 
[Phone] 
[Email] 

2. Guest Post Pitch Template

Subject: Guest Post Idea: "5 Email Marketing Tricks That Doubled Our Sales" 

Dear [Editor's Name], 

I've been reading [Blog Name] for the past year and really enjoyed your recent post about email marketing basics. Your tips about subject lines were especially helpful - I used them myself and saw my open rates jump by 25%. 

I'd love to write a detailed guide for your readers about email marketing strategies that actually work for small businesses. My article would include: 

Main Topics: 

• Real stories from three different businesses 
• Step-by-step guides anyone can follow 
• Screenshots showing exactly what to do 
• Templates readers can use right away 
• Expert tips from successful business owners 

Why Your Readers Will Love It: 

• No complicated jargon or technical terms 
• Everything explained in simple English 
• Actions they can take the same day 
• Real results they can expect 
• Free templates to get started 

My Background: 

• 10 years in email marketing 
• Written for [Publication Names] 
• Run a marketing blog with 50,000 readers 
• Helped 100+ small businesses grow 

Would you like to see a detailed outline of the article? 

Best regards,  
[Your Name]  
[Your Title]  
[Your Website]  
[Phone Number] 

3. Follow-up Email for Guest Post

Subject: Following Up: Email Marketing Guide Proposal 

Dear [Editor's Name], 

I hope you're having a good week. I'm checking in about the email marketing guide I proposed last Tuesday. I know you're probably busy, so I wanted to give you a quick look at what the article will cover. 

Article Outline: 

Introduction 

• Common email marketing problems 
• Why most businesses struggle 
• What readers will learn 

Strategy One: Better Subject Lines 

• What works and why 
• Examples from real campaigns 
• Templates to use 

Strategy Two: List Management 

• How to organize subscribers 
• When to remove old contacts 
• Tools that help 

Strategy Three: Content That Works 

• Writing tips and examples 
• How to use stories 
• Sample templates 

Measuring Success 

• Which numbers matter 
• How to track results 
• Setting realistic goals 

Does this sound like something your readers would find helpful? 

Best regards,  
[Your Name]  
[Your Contact Info] 

When learning how to write a professional email, follow this easy-to-reference comparison table:

Mastering email writing takes practice and attention to detail. Every email you send is a chance to build better relationships with your audience and achieve your goals. Start with these basics:

1. Always check your recipient list
2. Write clear subject lines
3. Use subtle greetings
4. Keep your message focused
5. End with a clear action step
6. Proofread everything twice
7. Follow up when needed

Whether you're sending a quick update or planning a major email campaign, these email writing examples and formats will help you communicate better. 

Remember that good email writing isn't about fancy words or complicated formats - it's about clear, professional communication that gets results.

Need help with your email marketing? Our team at Webandcrafts (WAC) knows how to create email campaigns that work. We can help with:

• Writing compelling subject lines
• Creating email templates
• Planning marketing campaigns
• Measuring results
• Improving open rates
• Building subscriber lists

Contact us today to learn how we can help your business grow through better email marketing.