Writing Email Made Easy!

Writing an email can be challenging. This happens when you are writing or replying your email. For some it is the starting problem. We think about how to start, what to write and how to end the email, all at once.

The best approach to writing an email is to break the parts of the email and focus on writing each part. In fact if you break the writing of an email into parts you will be able to write quickly and easily and will save you a lot of time and effort. So, break the email into six (6) sections.

  1. Opening salutation. This can be done by writing,
    1. Dear Sir/Madam
    2. Dear Mr John
    3. Hi
    4. Hello
    5. John
  1. Your introduction or your first paragraph can be,
    1. Thank you for your email.
    2. Thank you for your reply.
    3. Referring to your request.
    4. Hope this email finds you in good health.
  1. Reason for writing. This is the second paragraph of your email. Here you write the reason or purpose why you are writing or replying an email. For example, you could write,
    1. Please forward me the documents for my checking.
    2. As requested by you, here is the attached document.
    3. Please let me know when we could arrange for a meeting.
    4. I have not received any reply from you. Could you please inform me soon?
  1. Closing sentence. This could be your third or last paragraph of your email. For example,
    1. Hope to hear from you soon.
    2. Trust the above is in order.
    3. Let me know if you have any comments.
    4. Should you have any questions, please contact me.
    5. Thank you.
    6. See you.
    7. Take care.
  1. Closing salutation. For example,
    1. Regards,
    2. Warm regards,
    3. Best wishes,
    4. Cheers!
  1. Senders name. Put your name.

In summary, your email should have six (6) parts. They are:

  1. Opening Salutation
  2. Introduction
  3. Reason for Writing
  4. Closing Sentence
  5. Closing Salutation
  6. Sender’s name