According to statistics, 86% of professionals prefer to use email when communicating for business purposes. Research by Radicati Group found that the average office worker was receiving and sending 122 emails per day back in 2015. By the end of 2019, this number is projected to grow to 126 messages per day. An email is also a top tool in a battle for customer acquisition and retention.
Just a quick glance at all this data reveals that the skill of writing killer emails both for internal and external business communication is crucial nowadays.
In this eBook, we’ll discuss an ideal email part by part, highlighting dos and don’ts backed by statistics, so you can maximize the profit of using this communication tool.
Quick email checklist for busy professionals
Keep each message scannable: a clear subject, a one-line purpose up front, short paragraphs, and a single call to action. Most recipients decide within a few seconds whether to read – make that decision easy for them.
Aim for clarity over cleverness. Use a subject that signals the topic and expected action, include one concrete next step (reply, click, confirm), and remove any unnecessary sentences or jargon.
Before sending, do a quick proofread for tone and readability, check recipients, and confirm attachments. If the topic is complex, lead with a short summary and link to details rather than packing everything into the email.
- Subject: 6-10 words or ~50 characters; be specific and action-oriented.
- Opening line: state purpose in one sentence.
- Body: 3-5 short paragraphs or bullets; highlight the CTA.
- Signature: include role and best contact option.
- Extras: use bullets for lists, bold for deadlines, and attachments named clearly.
FAQ
How long should a professional email be?
For routine messages, 50-125 words keeps things efficient. For complex subjects, provide a brief summary in the email and attach or link to longer documents.
When should I use templates?
Use templates for recurring messages to save time, but personalize at least one sentence to acknowledge the recipient and avoid sounding robotic.
How do I improve reply rates?
Make the desired action obvious, set a clear deadline if appropriate, and ask a specific question rather than leaving the next step open-ended.
>> Access free e-book <<
