Writing Emails

Writing emails and text messages has probably had more to do with the “dumbing down” of the English language than anything else.  Communication standards have changed dramatically in the past decade . 

However, professional business correspondence and business emails are still expected to be of a high standard, displaying proper grammar, punctuation and spelling.  You are reading these messages because you strive to maintain that professional standard in your writing.

Writing emails

Sending an email is a quick form of communication – as long as your Internet is working as it should, and as long as your computer is working as it should.  But that is another story.

Because email communication can be a quick and easy communication between friends, some take liberties with the writing.  That should not apply to any business correspondence.

Emails cannot be retracted once they are sent.  You need to be sure that you know exactly what you are sending and to whom - and also that the message has the proper tone for the recipient and the occasion.

There are several important parts to writing emails and to writing business emails.

  1. The subject
  2. The salutation
  3. The closing signature
  4. The body of the message
  5. The email address


The subject line may be what the recipient sees first.  When individuals receive hundreds of emails every day – and some actually do – then the subject line is important.  It must identify the content of that email.

Threads in emails.  Often, there may be a series of emails sent on a specific topic. 

  • The original email contains the subject.
  • The subsequent emails contain the subject but with RE: in front of it – indicating that the subject is the same, and this is a response. 

However, when writing emails, if you change the topic of the email, then you should also change the subject. 

  • Try to avoid using an old email – with an old irrelevant subject line – for a new email. 
  • That just causes confusion in business.  That’s the first thing to avoid.


All emails should contain a proper Salutation and signature. 

It is a courtesy to add the Salutation when writing emails. 

  • The Email salutation is much less formal than a proper letter, but it should still be included. 
  • The only time you might not add the salutation is if you are writing to one individual, back and forth, and exchanging further comments – perhaps rather quick comments – on a single topic – back and forth. 
  • Then the salutation seems a little superfluous.



There is nothing worse than receiving an email and not knowing who sent it. 

  • Some writers don’t seem to have the appreciation of what the recipient will feel. 
  • If you can put yourself into the recipient’s position, you would not make this mistake.

Automatic signature.  When writing emails, add a short personal signature - perhaps your first name - along with whatever additional information you might want to add automatically after your signature.

  • Some emails have only a rather generic and impersonal listing of the individual’s credentials. 
  • Make your email personal. 
  • There’s no need to avoid that courtesy.  

Add your first name and after that,  include all your identifications.    Keep the additional information short. 

  • There’s no need to add every single detail about your life at the end of every detail. 
  • Actually, some emails might just have your first name – assuming that you are writing to a friend. 

Special sayings and quotations.  When writing emails, some individuals include in the automatic signature a special verse or quotation that they feel describes them. 

  • Be careful when you choose that. 
  • It may be something that the recipient disagrees with – and then you are probably accomplishing exactly the opposite of what you had hoped to accomplish. 
  • So, be careful and thoughtful in all you do.

Check out this further information:


SPECIAL LINK - Click here to learn more about Effective Email Communication.


SPECIAL LINK - Click here to learn more about Email Etiquette.

The body of the message

I’ve been the recipient of many emails that simply have a file attached.  When I receive that email, I am annoyed.  That is my first reaction. 

  • Does the sender not have the courtesy to add a short salutation, a short message, and then the signature? 
  • What am I supposed to do with the file? 
  • What am I supposed to do?  

It is rude not to include the necessary and courteous parts of the email. 

  • Understand the reader and the recipient. 
  • Put yourself into the other’s position – and do be courteous and thoughtful.

The body should be complete – as should all writing.

(a)    A short introduction.  Include a short introductory paragraph.
(b)    Details in the middle.  A middle paragraph with the details.
(c)    A short closing paragraph.  A short closing paragraph that asks for action and tells the reader what he/she should be doing. 

Emails tend to be short messages, but they should be complete and clear.


Your email address should be something that you will not embarrass you if you have to use it in a business setting.  That is so very important. 

Here are some examples that might be embarrassing – or at least may not give a businesslike impression:

  • babeprincess @
  • scarypound@
  • ninjababe@

I’m sure you can all list a few examples that would fall into this category.  So that is another consideration.

Final caution.  The final caution is to be aware of who you’re sending the email to. 

  • Proofread for accuracy in all regards. 
  • Avoid a rather involuntary “Reply All” if you are writing about a sensitive matter. 
  • Do not discuss a sensitive matter via email anyway. 
  • Too many things can happen that would be embarrassing or distasteful. 


When you write your emails, consider the following:

•    Is it the truth?
•    Is it fair to all concerned?
•    Will it build goodwill and better friendships?
•    Will it be beneficial to all concerned.

If you would not mind someone else receiving your email by mistake – and reading it!!! – then your content is probably good enough to send via email because it passes all the ethics tests.


Check out this further information:


SPECIAL LINK - Click here to learn more about Effective Email Communication.


SPECIAL LINK - Click here to learn more about Email Etiquette.


SPECIAL LINK - Click here to learn more about Essentials of Business Communication.


SPECIAL LINK - Click here to learn more about Writing Business Email.


LINK - Return from Writing Emails to Professional Business Writing.

LINK - Click this link to find an excellent course in business writing.