How to Improve My Skills in Writing English Emails?

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How to Improve My Skills in Writing English Emails?

Are you looking for some fantastic tips to help you compose perfect mails? If yes, this article will guide you for the best. Email composition might seem to be easy, but actually, it’s not. There are different forms of emails, and you have to compete in all these forms to write any sort of email as per requirement.

In today’s world, email has become an essential communication tool. Most reputed firms organizations, including establishments, use email as communication. However, to have a good command over sending emails and attachments for your company’s profile, you must acquire sound knowledge.

When you send emails to your friends, that’s not much of a concern. It is because informal mails are often considered to have made silly mistakes like spelling, grammar, or punctuation marks. However, when you work for a firm or deal with proficient clients for your own business, you must understand the importance of composing a good email.

Spelling mistakes are often disregarded in casual communications, but they are a significant element of its image. Many people send emails without opening them first. Any email you write should be double-checked before sending. While it may appear simple, being direct in your emails can pose complications for non-native speakers. It would help if you always used proper English grammar and spelling when writing professionally. This will give your emails a more professional appearance.

Most businesses and marketing associated students keep looking for tips to improve their email writing skills. Such skills will eventually build a good reputation for writing and communication skills. Therefore, there are high chances that students will excel in their writing skills and find a good job after graduation with such creative skills for email writing.

1. Types of Email

Before digging into learning all the fundamental skills required for composing a mail. It will be great to understand the types of emails:


Newsletters are pretty popular, and they are typically sent out regularly. They frequently include the company’s blog content, forthcoming events, and any company information that your subscriber could find interesting.

Nurturing Lead Emails

These emails aim to guide your leads through a sales funnel and convert them into clients. The basic premise of lead nurturing is that your subscribers aren’t ready to buy from you just yet. Trust between the client and the company must first be established. This will be accomplished through the valuable content you send out in these emails.

Because lead nurturing is a series of emails rather than a single email, you can experiment with the different types of emails you can send to help create that relationship.

Emails with Promotional Content

Promotional emails are pretty popular in email marketing, which is why, rather than sending the classic “15 percent discount” sort of email, it’s crucial to offer additional value to them. One approach is to promote the product or service you’re selling and then include some helpful content about it.

When dealing with any brand, a customer goes through several stages. Therefore, it’s critical to emphasize milestones like anniversaries and birthdays as they progress through the customer cycle (from a new subscriber to customer). These special occasions are commemorated in your milestone emails.

Emails with Survey Queries

If you ask for comments, you’ll only improve at what you’re doing. The survey email gives you an idea of what you’re doing well and where you might improve. It can also assist you in better understanding your clients and what they want from your company.

2. Tips to Improve Your Email Writing Skills

Let’s start with the basic rule of understanding the content you want to write on. Without understanding your content, you won’t compose a sound email with proper information and details. This is an elementary boost point before discussing tips to enhance your email writing skills.

  • Creating a solid first impression is essential to making a good impression. While an email is not as formal as a letter, it’s essential to portray a professional image. Therefore, it’s crucial to include a greeting, but not too formal. Use your full name if the relationship is formal; otherwise, use “Hi Kelly.” If the recipient doesn’t have a name, you can also use a generic term like “to whom it may concern.”
  • You’re also likely to be writing emails for business, which is an essential aspect of presenting yourself well. Your email should be professional and present a positive image of you. Your greeting should always be appropriate for the situation. In a formal setting, you can use the name of the recipient, but a casual one can use “to whom it may concern.” For informal settings, you can use an acronym instead of a name.
  • Proper closings are essential in your email. A closing sentence is an effective way to show appreciation, set expectations for the future, and express your willingness to help. It shows your personality, tone, and attitude and makes your email seem more professional than it is. Remember: even if you’re writing to a friend, your emails will be read more often than they are received. So an excellent final sentence will also make a great first impression.
  • You’re also likely to be writing emails for business, which is crucial for introducing yourself well. Your email should be professional and present a positive image of you. Your greeting should always be suitable for the situation. In a formal setting, you can use the name of the recipient, but a casual one can use “to whom it may concern.” For informal settings, you can use an acronym instead of a name.
  • Emails should be formatted appropriately. A professional email will show the sender’s identity and establish a positive impression. An appropriate subject line will give the recipient information they need to know.
  • For example, a meeting should be clearly defined in the subject line. An effective email will convey all relevant information. In the case of an official message, the correct format is to use an introductory phrase. In addition, you should include a personal greeting at the top of the body of the message.
  • When writing an email, it’s essential to follow the correct grammar rules. A set of rules and conventions governs the language. Developing an understanding of these rules will make writing emails in English more accessible and more effective. It’s also essential to ensure that you keep your readers’ attention. Despite the complexity of English, some basic rules should be followed when sending emails. A professional email should also be polite and respectful.
  • Aside from learning the correct grammar rules, it’s essential to pay attention to the tone and style of your emails. For example, spelling errors should be avoided when writing emails. Emails are more conversational than many other sorts of writing, and we use the pronouns I, me, my, we, you, and you’re more frequently. Changing the emphasis from ‘I’ to ‘you’ can sometimes transform the entire tone of an email. The word ‘you’ is used to make the writing more inclusive.
  • While writing an email, it is essential to avoid any slang or another abusive form of language that can draw controversy.

Check and proofread your emails before sending them. Why is it essential? What sounds good in our heads doesn’t always translate well to writing. You risk being misunderstood if you don’t examine and edit your email before sending it. The key is to use pity in these circumstances. Clear your mind and imagine yourself welcoming rather than sending an email. Does anything you’ve penned come across as distrustful or even pessimistic? You have to avoid such words and replace them with something positive and appealing.

3. Advantages of Email in the Business World:

One of the most valuable features of email is the ability to send electronic files such as written records, photos, and information sheets to several recipients at once, simply linking the file to an email. Check with your internet service provider to see if the length of the email attachment you can mail is prohibited. Some firms may even impose limitations on the styles and lengths of attachments they accept.

Every message you send or receive can also be used to make entries in your address book automatically. Furthermore, you may use mails to automatically respond to incoming emails, such as confirming an order’s receipt or notifying individuals that you are on vacation or out of the office.

These are some of the fundamental rules for composing a sound email for any platform. But, even if you can maintain these skills, you are all set to create wonders with your emails.

Moreover, because email is less authorized, it might lead to messy or even defamatory comments, which can damage your company.

Emails have become a significant tool in nourishing sales and generating leads for major market firms. Emails have also allowed students to connect with learning instructions properly. Moreover, everyday tasks that we perform include email in some way or the other. Therefore, some good knowledge about writing email helps in diverse ways.

About the author

Indu has been educator since last 10 years. She can find all kind of scholarship opportunities in the USA and beyond. She also teach college courses online to help students become better. She is one of the very rare scholarship administrator and her work is amazing.

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