Writing an email can be a simple task. All you need is a message that needs to be sent.

Writing an email becomes complex when you need more than words to convince the receiver that they should take some action against your words.

The easiest way to write a good email is to start with its purpose. Once you know the purpose, choosing the right type of email and deciding what to include becomes much easier.

In this guide, we will explain how to write an email, how to choose the right email type, and how different types of emails are used.

What Is the Purpose of an Email?

The email you are about to send must have a purpose. The purpose can be:

• Welcome a new customer

• Share useful information

• Promote a product or service

• Follow up with someone

• Confirm an order or registration

• Ask for feedback

• Announce something important

• Remind someone about an event

• Encourage a customer to take an action

The purpose of the email should be clear enough to write it.

For example, when you are sending a welcome email, it should feel different from a promotional email where you are trying to sell/introduce something to the user.

So before writing an email, ask yourself:

"What do I want this email to accomplish?"

So the important part becomes: The Purpose, before choosing the subject line or writing the first sentence.

How to Choose the Right Type of Email

Once you know the purpose, choose an email type that matches it.

For example:

Choosing the right type gives you a starting structure. You do not have to create every email from scratch.

The Basic Structure of an Email

Different emails have different purposes, but most emails follow a simple structure.

1. Subject Line

The subject line tells the reader what the email is about.

Keep it clear and relevant to the message.

For example:

Good:
"Your order has been shipped"

Less useful:
"An update for you"

The first subject immediately tells the recipient why the email matters.

2. Opening

Getting to the point.

Depending on the email, the opening could be:

• A greeting

• A short introduction

• A statement about the reason for the email

• A reference to a previous interaction

Avoid stalling with several paragraphs before explaining why you are contacting the reader.

3. Main Message

This is where you explain the important information.

Keep the message focused on the purpose of the email. If there are several points, use short paragraphs or bullet points to make them easier to read.

For example, “Order Place for XXXX product with website.com”

4. Call to Action

If you want the reader to do something, make that action clear.

For example:

• Read the article

• Start a free trial

• Complete your registration

• View your order

• Book a meeting

• Download a guide

• Leave a review

A clear call to action makes the next step obvious.

5. Closing

Finish the email appropriately.

A simple closing might include:

Thanks,
The Rollout Email Team

The tone of the closing can change depending on the type of email and the relationship with the recipient.

How to Write an Email Step by Step

You can use the following process for almost any email.

Step 1: Define the Goal

Write down the main reason for sending the email.

For example:

"I want new subscribers to understand what they can expect from us."

That immediately suggests a welcome email.

Another example:

"I want existing customers to know about our new feature."

That could be a product announcement or product launch email.

Step 2: Identify the Recipient/Audience

Think about who will receive the email.

Are they:

• New subscribers?

• Existing customers?

• Potential customers?

• Inactive subscribers?

• People who recently purchased?

• People who registered for an event?

The same message may need to be written differently for different types of audiences. New Subscribers might need to be sent a Welcome Email and Existing customers need to know about the new feature or some update.

Step 3: Choose the Email Type

Match the goal and recipient to an email type.

This gives you a basic framework for the message. Once you know your audience, you can pick the email type.

For Example,

New Customer = Welcome Email

Existing Customer = Update/Notification/Promotional

Step 4: Write the Subject Line

Write a subject line that accurately represents the email.

Do not try to make the subject line mysterious if the reader needs to understand the purpose immediately.

A clear subject line will result in email being read by the recipient. If the subject line is confusing or long, the user might avoid opening it all.

Step 5: Write the Main Message

Explain the important information clearly.

Try to remove anything that does not help the reader understand the purpose of the email. Do not stall the recipient before discussing the main message. If the message is confusing or too long to understand the user will most likely ignore taking action or read the entire email.

Step 6: Add the Desired Action

If the reader needs to do something, tell them what to do.

For example:

"Start your first campaign"

is clearer than:

"Learn more about what we offer."

This is also called the CTA, this should be clear and visible to users. A clear CTA tells the recipient they can take an action if needed or wanted.

Step 7: Review Before Sending

Before sending and email check for the below points and ask yourself:

• Is the purpose clear?

• Is the subject relevant?

• Is the message easy to understand?

• Is the call to action obvious?

• Are there unnecessary sentences?

• Are names, links, dates, and other details correct?

• Does the email look good on mobile?

A few minutes of review can prevent simple mistakes.

Final Thoughts

Before sending an email, be clear on its purpose. Define the subject line, also note that emails are sent to deliver long information which cannot be sent via SMS or WhatsApp message.

Be clear with the subject line and CTA in your emails. If the user does not need to take an action and just needs to be updated with new information, be clear about it.

Use an email template to make the process even easier, they give you a reusable starting point for common situations.

Start with the purpose. Choose the right type. Then write the email around that goal.