Writing a good email body doesn’t have to be complicated. Whether you’re sending a professional message, a follow-up, or a simple request, the right words can make a strong first impression. A clear and well-structured email body helps your reader understand your message quickly and respond positively. In this blog, we’ll show you how to write a good email body using the best four sentences to communicate your purpose effectively and professionally.
That’s the way our inbox looks these days. With the AI bots, intelligent search engines, cookies and programs, technology follows us everywhere, even into our mailbox. Statistics show that an average professional receives 121 emails and sends out 40 emails in one day.
Irresistible Sale upto 75% off
Never-before-offers on travel packages
January 2018 report
Deep discounts on luxury packages
Feel elite when you buy this property
Information required
When the consumption of information is done in haste, it becomes even more crucial to write emails that are clear and precise. Wouldn’t it be easier if you had a structure to your email so you aren’t missing out any important points while also keeping the communication in context for the reader?
Attractive headline apart, here are four sentences to write a good email body.
Say Hello
Do not begin the email straightaway. Ensure that it addresses the reader. “Hello/ Dear Sir/ Madam” works.
1. The first sentence sets the context
Whether someone directed you to them or you made their acquaintance somewhere or you happened upon them on Google, it would be nice to let them know how you are writing the email to that person.
Example:
“Mr. Khan directed me to you.”
“I found your post on Hackathons very interesting.”
“Your speech at The University of Madras was inspirational.”
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2. The second sentence tells them the reason for the email
Now that the reader knows how you know them, quickly move on to the reason for your email. State it clearly, precisely, courteously and with as few words as possible. What do you want and why do you want it. Telling them the reason will help them customize the information accordingly. The reader does not need to be lost and wade through your words.
Example:
“I am writing with a query I had after reading your article about…”
“I would like information about…”
“I would require a copy of the accounting reports…”
“Would you please consult with your team…”
3. The third sentence tells them what you want next
Once you’ve made your request tell them what to do next. Do you want it by a particular date? Does the information need to go to a specific person/department? Do you need confirmation that they have completed what has been done? Do they need a fresh set of instructions once the task is complete?
Example:
“Would you be able to send it to me by Thursday next?”
“Could you email the information to Ananya with a copy to me?”
“Would you let me know once this is done?”
4. The fourth sentence ends with questions or a thank you
This is a chance for you to open the floor for conversation, questions or to simply thank them for their time. Not including this line would seem bossy and aggressive. This line gives you a chance to end the email on a positive, collaborative note.
Example:
“Let me know what you think.”
“Do write back if you have any questions.”
“Thanks for your patience and time in collating this information.”
Sign-off
Just like you started the email with a hello, you need to end it with a sign-off. You can choose from the regular best wishes, kind regards, thank you, best or cheers. If you are choosing to create your own unique sign-off, ensure it is professional and is appropriate with your workplace email etiquette.
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Wrap this up with a good subject line and you have a short, meaningful, mobile-friendly email that will be bang on target!
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