7 steps to write an email

1- Subject line
2- Salutation
3- Opening sentence
4- Body
5- Ending
6- Closing
7- Signature
 TIPS

👉🏽 Be brief. Keep it concise and focus on the matter at

hand. Get to the point quickly
👉🏽 Be clear. Make your purpose clear
👉🏽 Know your audience
👉🏽 Don't overuse exclamation marks
1- Subject line
✅ Be clear and specific about the topic of the email
✅ Keep it short (inbox 60 characters/mobile 25
characters)
✅ Get right to the point: 6-8 words
✅ Most important words at the beginning
2- Salutation
✅ Is it a formal or an informal email?
✅ Consider your options
Dear (name + surname)
Hi, hello
Hi everyone/team/Sales Department team or Dear all

Dear Sir or Madam?

Mr., Mrs., Ms., Miss?
To whom it may concern?
3- Opening sentence
✅ It is the first sentence in your email
✅ It introduces the purpose of the email and it also sets its tone
✅ It can affect the recipient's first impression
✅ Most opening lines include a straightforward statement
👉🏽 General

I am contacting you in regards to [matter]

I am writing to you about [matter]
I am writing to you in relation/reference to...
I am writing to...
I am reaching out about [matter]
I am reaching out to tell you [matter]
 👉🏽 Specific purpose
If you are following up
If you need a favor
If you want to praise someone
If you are checking in
If you need to double-check something If you have a quick question
If you are writing them for the first time If you need to set up a meeting
If you have bad news
If you made a mistake
If you are thanking someone
If you are reminding someone of
something
👉🏽 Might want to include

Formal
I hope you are doing well
I hope this email finds you well
I hope you are having a wonderful day/a great week
I hope your week has been great so far
I hope your week started well
It is good to hear from you
Informal

It is great to hear from you/Nice hearing from you

How are you?/How have you been?
How are things over in Seattle?
I hope you are all good/I hope you are doing well
I hope everything is going well on your end
4- Body

✅ Have you explained why you’re writing in the first sentence?

✅ Have you written short paragraphs that are spaced apart and
easy to read? (Keep it between 3, 4, or 5 lines of text)
✅ Have you mentioned your attachments?
✅ Are any requests you made clear?
✅ Are you showing gratitude?
✅ Have you included a Call-To-Action (CTA)?
5- Ending
✅ It will depend on the purpose of your email

Please let me know if you have any questions

Please let me know if there’s anything else you need
Do not hesitate to contact me if you need any assistance
Thank you for considering me for this position
Thank you for your cooperation

I look forward to our meeting

I look forward to meeting with you next Monday
I look forward to hearing from you
6- Closing

Best,
Sincerely
Regards/Best regards/Kind regards,
Thank you, Include a comma

Respectfully,
Thank you for your consideration,
Thank you in advance,
Love
Talk soon
See you
See ya later
XOXO
Thx
Hugs
Emoticons
7- Signature

✅ Full name (first and last)

✅ Title (current job title, unless you are applying for a job)
✅ Company (unless you are applying for a job)
✅ Location
✅ Contact information (phone number, email address)
✅ Website
✅ LinkedIn URL or other professional social media accounts
Formatting and examples
Closing, comma
blank
Full name
Title
Company
Location
Contact information
Website
LinkedIn URL or social media
Formatting and examples
Best, Regards,

William Williamson Maria Galvez

Assistant Director Consultant
XYZ Marketing ABC Consulting Firm
Sydney, Australia Santiago, Chile
555-555-5555 555-555-5555/mgalvez@email.com
wwilliamson@email.com linkedin.com/in/mariabgalvez