How to Write Emails That Will be Read

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One of the most common forms of communication we use today is email. In fact, it’s not unusual for people to have more than a hundred emails land in their inbox in a single day. It’s overwhelming.

It’s also easy to get ignored.

How to Write Emails That Will be ReadIf you’re finding that people aren’t opening or reading your emails, there is a way to fix that. Here are a few tips for avoiding the spam folder and getting your emails read:

Personalize it

Mention people by name, but only once. When you keep repeating someone’s name in an email it can be strange, if not off-putting.

Keep it brief

It can take a little practice to master the art of brevity. You want to say what needs to be said in as few words as possible. Long-winded emails wear readers out.

Make it entertaining

No matter what business you are in, you want to show people a sense of humour in your emails. No one wants to read a boring email when there are so many other fantastic options just a click away. Before you press ‘send’, ask yourself if your email is more interesting than a cat video.

Use the word ‘you’

 Experts agree that ‘you’ is one of the most powerful words in the English language. It engages people more and draws them into your email.

Use a conversational voice

Don’t worry about trying to sound formal and professional. Rather than making you seem more intelligent, it throws up a barrier between you and your reader. No one wants to read the email equivalent of an academic research paper over their morning coffee. A conversational tone always wins over formal when it comes to building a rapport with readers. Whatever conversational means to your business, that’s what you should use. That could range from quirky and fun to warm and friendly.

Share your personality

Don’t be afraid to use the kind of words and expressions that you would use in normal conversation. You want your readers to get to know you a little so they can look forward to your emails. If you give them a little taste of your personality, they will come to know, like, and trust you over time.

Tell stories

Storytelling is primal, and happens to be the fastest way to capture a reader’s attention in an email. As long as you can craft a compelling and useful story and tie it into your offer, your readers won’t mind that you’re selling to them.

Don’t be formulaic

Readers can sense when you’re following a strict formula. It doesn’t sound natural. It’s better to vary the format of your emails a little from time to time.

Have a clear call to action

Make it clear to your readers what you want them to do next. Do you want them to click on something? Perform some other action? Let them know.

Become a master of the subject line

The best subject lines – the ones that get people to open your emails – are the ones that ignite their curiosity. You want to create a gap in their minds that can only be filled by knowing what’s inside your email. It’s important to note that your subject lines should never be clickbaity or misleading in any way. The promise you create in your subject line needs to have a legitimate payoff.

Tell people something useful

Some business owners get a little paranoid about giving away too much information in their emails. That’s not really something you need to worry about, though. Instead, it will establish you as a trusted expert. When it comes time for the reader to engage your services or buy your product, they won’t hesitate. They already know that you know your stuff.

In the end, it’s always best to write your emails as though you are writing to a good friend. The voice will be natural and you’ll be more likely to share fun things about yourself that your readers will appreciate.



Kelly Smith

Kelly Smith is an experienced writer working at CourseFinder. She combines her interest in new technologies and marketing with her love for writing.

Reader Interactions


  1. Android Training Institute in Chennai says


    I would like add one more to your list of tips.

    Sound natural as though you are talking to your best friend in terms of your tone and voice of the email. All personal mails are correctly opened and read.

    So that, I think would make a definitive difference to the email open rates.

    Most Imp Tip: Do not SPAM other’s inbox rather start sharing information that others are looking for. you will have a natural audience.


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