How To Write Emails That People Will Actually Read?

How many of the emails you send actually get read?

Probably just a few ones, right?

Well! Now we can say that email has become one of the primary forms of communication. 

Busy inboxes are often filled with promotional messages, work updates, and spam. This makes it easy for emails to be ignored.

That’s why writing effective emails is so important. 

However, a well-written email can grab attention, while a poorly written one might be ignored.

You want your emails to be clear, engaging, and easy to read. They should also grab attention and stand out in a busy inbox.

Well! In this guide, we’ll explore how to write proper emails that people will actually read, with practical tips and examples. 

So, let’s begin!

Why don't people read your emails?

People often ignore your emails for many reasons. The main problem is usually poor writing.

If your email doesn’t get attention quickly, people might ignore or delete it. 

Do you ever forget to write a subject line in your email or write a poor one?

Well! A common mistake is writing a weak subject line. If the subject line isn't clear, the reader might not open your email at all.

Ok! Let me tell you one more reason for unopened emails. It’s the length! 

People don’t have time to read long and wordy emails. 

Long emails that go off-topic can make people lose interest. So, summarize the lengthy text to make it shorter and more easy to read.

Therefore, one of the most common reasons is misspelled words and poor grammar. This mistake also makes an email feel less professional. It could turn the reader off.

Here you should use our AI grammar checker to find all the grammar related issues and fix them.

And one more thing to bother is, if your email doesn’t have a clear purpose or call to action, readers might skip it.

Key elements of an effective email 

To write proper emails that work well, focus on a few simple things. These can make a big difference.

Let’s break down the essential parts of a good email, with examples.

1. Subject line

The subject line is the first thing your reader sees, and it plays a huge role in whether they open your email. 

A clear and specific subject line gives them an idea of what to expect and why it matters.

For example: Instead of “Meeting”, try “Meeting on Project X at 2 PM Tomorrow”.

Adding more details will make your email more effective and likely to be read.

2. Salutation

Start your email with a polite greeting. The salutation sets the tone of the email, and it’s important to match it to the level of formality. 

For work emails, “Dear [Name]” or “Hello [Name]” is a safe choice. 

If it’s more casual, “Hi [Name]” works fine.

For example: “Dear Mr. Liam” or “Hi Jane.”

3. Body of the email

Start your email with a clear statement of its purpose. Keep it simple and focused. 

So, it is obvious not to add unnecessary details because it could distract from your main message.

Let’s assume you open an advertising email. The subject line is really tempting, but the body of the email is complicated and lengthy. Would you continue reading it?

Probably not, right?

That’s why keep paragraphs short and break up the text with bullet points if needed. This makes it easier for the reader to review and find key details quickly.

4. Tone and language

The tone of your email depends on the recipient. 

For a professional tone, use formal language and avoid slang or overly casual phrases. 

For colleagues or friends, a more relaxed tone is fine, but always stay polite.

For example: “Please let me know your thoughts on the proposal” vs. “Let me know what you think.”

5. Closing

What's the closing?

Have you ever read any email without closing?

Well! Closing is the last part of an email. Words like "Best regards," "Sincerely," or "Thank you" are used.

This shows a positive attitude towards the recipient and makes your email more respectful.

For example: “Best regards, [Your Name]” or “Sincerely, [Your Name]”.

If you focus on these key elements, your emails will get more views and responses.

A well-written email is clear, professional, and direct. So always simplify your sentences to make everything simple, meaningful, and engaging.

Tips for writing emails that people will actually read 

These are some simple tips that can make all the difference:

1. Use a professional email address

Your email address can say a lot about you. 

If you’re using an email like “[email protected]” or “[email protected],” it may not be taken seriously, especially in a professional context. 

Instead, use an email address with your name or your company name. 

For example, “[email protected]” or “[email protected]” looks more professional and trustworthy. 

It helps the reader know that your email is from a legitimate source. 

A professional email address makes sure that your message is more likely to be taken seriously and opened.

2. Start with a clear purpose 

Before writing any email, it’s important to know what you want to achieve. 

A clear purpose will help you stay on track and keep your email concise. 

For example, if you need a meeting, say it clearly in the first sentence: “I would like to schedule a meeting to discuss the upcoming project.” 

The reader should know immediately why you’re reaching out. 

This helps avoid confusion and make sure your message doesn’t get lost in a sea of unnecessary details. 

3. Keep it short and focused

Long emails can be irritating and are often ignored. 

If you keep your email short and focused it will help readers to understand your point and respond. 

Avoid adding extra details that aren’t necessary for the main message. Stick to one main idea, and make sure your email is clear and direct. 

For example, instead of writing a long paragraph, use bullet points to make key information stand out. 

To make your message shorter, use our online sentence shortener. This tool will make your sentences easy, simple, and short.

Short emails are more likely to get read, especially in a busy work environment. 

So focus on clarity and brevity.

4. Use interactive language 

Make your email interactive to help the reader understand what you need from them. 

Use clear verbs like “Please review,” “Kindly confirm,” or “Let me know if you’re available.” 

This lets the reader know exactly what you’re asking for. 

Instead of saying, “It would be great if you could get back to me,” say, “Please get back to me by 3 PM.” 

Using action-oriented language makes your email more effective and clearly states the next steps.

5. Be polite and respectful 

Politeness is important in email communication. 

Being respectful shows professionalism and also helps build strong relationships.

But how could you do so?

Well! Use phrases like “please,” “thank you,” and “I appreciate your time.” 

If you’re asking for something, make sure your tone is polite and not demanding. 

For example, instead of saying, “I need this report by tomorrow,” say, “Could you kindly provide the report by tomorrow?”

A polite request is more likely to get a positive response. It also helps keep the conversation friendly and respectful.

6. Proofread before sending 

Before you hit send, take a moment to proofread your email. 

This simple step helps you avoid embarrassing mistakes. Check for spelling and grammar errors. 

So always make sure to proofread your text so that you can find any of those errors in your email.

Also, make sure your writing is clear.

If the email is important, make sure your tone is appropriate. 

Reading your email aloud can help catch mistakes that you might miss when reading silently. 

Moreover, make sure that the recipient’s name and email address are correct. 

A well-proofread email shows you care about your message and the person you're sending it to. 

This makes it more likely that your email will be read and answered.

7. Include a clear call to action 

A clear call to action (CTA) is essential in any email. 

Without one, the recipient might not know how to respond. Be clear about what you want from the reader. 

For example, instead of “Let me know,” try “Please confirm your attendance by 3 PM.” 

A CTA tells the reader exactly what action to take. It helps keep the email focused and makes it easier for the recipient to take the next step. 

A clear CTA helps to confirm meetings, give feedback, or review documents. 

It provides direction and increases the chances of getting a response.

8. Use AI email generator

When you start an email, you might get stuck. You may struggle to find the right words, have trouble with the structure, or not know the proper email format.

Overall writing the perfect email can take a lot of time, right?

To tackle this you should try Qozex’s AI email writer to make everything easier. 

This tool helps you write clear and professional emails quickly. 

You simply share your main idea or request, and the AI helps you create well-organized and polished text. 

Using this AI tool makes sure your emails are polite and to the point that increases the chances of getting a response.

Email examples

Following are some examples of different types of emails:

1. Job application email example

Subject: Application for Marketing Manager Position

Dear Mr. Ryan,

I hope you're doing well. I'm applying for the Marketing Manager position I saw on your website. I've attached my resume and cover letter for you to review. Please let me know if you need any more information.

Thank you for your time and consideration.

Best regards,

[Your name]

2. Follow-up email example 

Subject: Follow-up on Project X Proposal

Hi Elan,

I hope you're doing well. I wanted to follow up on the proposal I sent last week about Project X. Do you have any feedback? Let me know if you'd like to discuss it further.

Thanks, and I look forward to hearing from you!

Best,

[Your name]

3. Request email example 

Subject: Request for Meeting Room Availability

Dear Sarah,

I'm planning a meeting with my team next Tuesday. I want to check which meeting rooms are available. Can you let me know which rooms are open from 10 AM to 12 PM?

I appreciate your help!

Best regards,

[Your name]

4. Announcement email example

Subject: New Product Launch

Dear Team,

I'm excited to share that our new product will launch next month! We’re hosting an event to introduce it, and we’d love for you to join us. Stay tuned for more details!

Best,

[Your name]

Now write your email professionally!

Writing emails that people will actually read doesn’t have to be difficult. 

By following a few simple tips you can improve your email communication and get better results. 

Remember, your email should be easy to read, polite, and clear. 

With these strategies in mind, you can write effective emails that are more likely to get the attention and response they deserve. 

So, give it a try, and start crafting emails that stand out!