How to write an effective and catchy email

Photo by Webaroo on Unsplash

This is a guest post by Zenaida Rose Dumago.

Email serves as a medium to send and receive messages in this era of advanced technology. It is also a fast way to send important documents to many people. While writing an email has become a part of our working lives, emails also reflect our personality and professionalism. Getting a response from the emails we send also shows how effective we are in communication.

But as for you, the reader, how good are you in writing an email?

Tip No. 1
Make a short and strong subject line. 

Subject line is the first thing that readers would notice, whether it is for promotion, marketing, sales, and campaign. So make it specific and informative for a higher chance of being noticed, opened, and responded to. Make it 5 to 8 words or 40 characters.

First, when you are doing a promotion, instead of focusing on it, why not share important information about it and share your knowledge. For example;

Invitation: Free Annual Business and Professionals Conference, March 25-29, Manila” 

The title should capture what the email is all about.

Second, make a teaser! You can catch the readers’ attention by creating curiosity in their minds.

“The Employees Who Will Receive Awards Are..”   

Tip No. 2
Use appropriate greetings and sign-offs.

Writing greetings and Sign-offs depend whether you know well or not the person you’re sending the email to. If you are not sure how to address them, do it in a formal way. You may begin with:

  • Dear Professor Parafina,
  • Hello Ms. Sy,
  • Hi, Zeny Rose,
  • Dear Sir/Ma’am:

If your email is addressed to a group, you can greet them through these polite ways;

  • Dear members of the board,
  • To whom it may concern,
  • Hello everyone,

Closing is also important because you give idea to the reader who you are. When writing sign-off, always include your whole name. You can also include your position and company or the organization you belong into. For example;

Zenaida Rose Dumago
Senior Laboratory Analyst
(Company or Organization)

When writing a sign-off, write it briefly and friendly. For example,

  • Best regards,
  • Best wishes,
  • Thank you,

And for a very formal one, you can write:

  • Sincerely yours,
  • Respectfully yours,
  • Truly yours,

Tip No. 3
Think about the content of your message. 

It is important to think clearly first the content of your message by considering the following.

  • The purpose of your message.
  • Information.
  • Organization of ideas.
  • And the tone of your message.

For example:

Dear Ms. Zenaida Rose Dumago,

I am Alex Roth from the (organization) and I would like to invite you for our annual business and professionals conference dubbed as (title of event) this March 25 to 29; that’s in the last week of March. The conference will be live in (exact location) Manila, and will be live streamed in all campuses.

This conference is FREE, just register at (website) for further details.

Should you have any questions or concerns, feel free to contact us through email ( or mobile (1234-567-8910).

See you there!

We have finally gone through the tips on how to make every part of your email effective and catchy. The next time you get to send that email, make sure to apply all the things you learned from this blog post.

Have a great day!

Zeny Rose

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