How to write a Marketing Email

Writing an effective marketing email is crucial for any business looking to connect with their audience and increase sales. Here are some steps to help you write a compelling marketing email:

  1. Define your audience: Who are you writing this email to? What do they care about? Understanding your audience is key to crafting a message that will resonate with them.
  2. Write a clear subject line: The subject line is the first thing your audience sees and should be attention-grabbing. Keep it short and sweet while also giving a clear idea of what the email is about.
  3. Start with a personalized greeting: Address your audience by their first name to make the email feel more personal and engaging.
  4. Introduce your message: Use the first paragraph to briefly introduce your message and explain why your audience should keep reading.
  5. Highlight the benefits: Clearly explain how your product or service can solve a problem or improve the lives of your audience. Focus on the benefits rather than the features.
  6. Use engaging language: Use clear and concise language that is easy to understand. Use bullet points or numbered lists to break up text and make it easier to read.
  7. Include a call-to-action: Clearly state what you want your audience to do next, such as making a purchase, signing up for a newsletter, or following you on social media.
  8. Use an appropriate tone: The tone of the email should match your brand and the message you are trying to convey. Use a friendly, conversational tone to build a connection with your audience.
  9. Close with a sign-off: End the email with a polite sign-off, such as “Best regards” or “Sincerely,” and include your name and contact information.
  10. Test and optimize: Test different subject lines, messaging, and calls-to-action to see what works best for your audience. Use analytics to track the success of your campaigns and make changes as needed.

By following these steps, you can create a marketing email that is engaging, effective, and helps to drive results for your business.

How to approach your email writing strategy

When it comes to creating an effective email writing strategy, there are several key steps to follow:

  1. Define your goals: What do you want to achieve with your emails? Whether it’s increasing sales, building brand awareness, or driving website traffic, having a clear goal will help guide your email writing strategy.
  2. Understand your audience: Who are you writing to? What are their interests, needs, and pain points? Understanding your audience will help you tailor your messaging and create emails that resonate with them.
  3. Choose the right email type: There are many types of emails, including newsletters, promotional emails, welcome emails, and more. Choose the type that aligns with your goals and audience.
  4. Develop a content plan: Create a plan for the content of your emails, including topics, messaging, and calls-to-action. Consistency is key, so plan out your content in advance.
  5. Craft compelling subject lines: The subject line is the first thing your audience will see, so make it attention-grabbing and relevant to the content of your email.
  6. Write engaging content: Use a clear and concise writing style that is easy to read. Use storytelling techniques, bullet points, and images to make your content more engaging.
  7. Use calls-to-action: Include a clear call-to-action that encourages your audience to take action, such as making a purchase or signing up for a newsletter.
  8. Test and optimize: Continuously test and optimize your emails to improve their effectiveness. Use analytics to track your results and make changes as needed.

By following these steps, you can create an effective email writing strategy that helps you connect with your audience and achieve your business goals.

How to write an email that stands out

How to write an email that stands outWriting an email that stands out can help you grab your reader’s attention, increase engagement, and achieve your goals. Here are some tips to help you write an email that stands out:

  1. Personalize your message: Address your recipient by name and use personalized content to show that you understand their interests and needs.
  2. Create a catchy subject line: The subject line is the first thing your recipient sees, so make it interesting, relevant, and attention-grabbing. Use emojis, numbers, or questions to make it stand out.
  3. Keep it concise: Your email should be easy to read and understand. Use short sentences, paragraphs, and bullet points to break up the text and make it more visually appealing.
  4. Use a conversational tone: Write in a conversational tone that’s easy to read and engaging. Use language that resonates with your audience and matches your brand personality.
  5. Use visuals: Use visuals like images, videos, and infographics to make your email more interesting and engaging. Visuals can help break up the text and make your email more memorable.
  6. Provide value: Provide valuable content that your recipient will find helpful, informative, or entertaining. Give them a reason to read and engage with your email.
  7. Use a clear call-to-action: Use a clear and compelling call-to-action that tells your recipient what you want them to do next. Make it easy for them to take action.
  8. Test and optimize: Test different subject lines, content, visuals, and calls-to-action to see what works best for your audience. Use analytics to track your results and make changes as needed.

By following these tips, you can write an email that stands out and connects with your audience in a meaningful way.

Common email writing mistakes

There are several common email writing mistakes that can make your message ineffective or even lead to misunderstandings. Here are some of the most common mistakes to avoid:

  1. Not proofreading: Spelling and grammatical errors can make your email look unprofessional and undermine your credibility. Always proofread your email before hitting “send”.
  2. Writing overly long emails: People are busy and don’t have time to read long, rambling emails. Keep your message concise and to the point.
  3. Being too informal or too formal: Finding the right tone for your email is important. If you’re too informal, you risk coming across as unprofessional, while being too formal can make your email seem cold and impersonal.
  4. Not using a clear subject line: The subject line is the first thing your recipient sees and can determine whether they open your email or not. Make sure your subject line is clear and relevant to the content of your email.
  5. Writing unclear or confusing messages: Be clear and specific about what you’re trying to communicate. Avoid using jargon or technical language that your recipient may not understand.
  6. Forgetting to include a call-to-action: If you want your recipient to take action, make sure you include a clear and compelling call-to-action.
  7. Writing emails that are too sales-focused: People don’t like being bombarded with sales pitches. Make sure your email provides value and benefits to your recipient, rather than just trying to sell them something.
  8. Not considering your recipient’s perspective: Think about your recipient’s needs and interests when writing your email. Make sure your message is relevant and tailored to their needs.

By avoiding these common email writing mistakes, you can create more effective and engaging emails that help you achieve your goals.

Why You Should Send Follow-Up Emails

Sending follow-up emails is an important part of building relationships, establishing trust, and achieving your goals. Here are some reasons why you should send follow-up emails:

  1. Build relationships: Following up with a contact can help you build a stronger relationship and show that you’re interested in their success.
  2. Increase response rates: Sometimes, people are busy and may overlook your initial email. Following up can increase the chances of getting a response and achieving your goal.
  3. Show persistence: Following up shows that you’re persistent and committed to your goals. This can help you stand out from the competition and show that you’re serious about your work.
  4. Provide value: Following up with relevant and valuable content can help establish your credibility and demonstrate your expertise.
  5. Close deals: Following up can be the key to closing a deal or securing a sale. Sometimes, people need a gentle nudge to take action, and following up can help provide that nudge.
  6. Get feedback: Following up can be a good way to get feedback from your contacts, which can help you improve your business and services.
  7. Stay top-of-mind: Following up can help you stay top-of-mind with your contacts and keep your brand and offerings in their awareness.

Sending follow-up emails can help you achieve your goals, build relationships, and establish trust with your contacts. It’s an important part of any successful email marketing strategy.

3 Basic Rules for Follow-Up Emails

Basic Rules for Follow-Up EmailsHere are three basic rules for follow-up emails:

  1. Timing: Timing is crucial when it comes to follow-up emails. You don’t want to follow up too soon and risk appearing pushy or annoying, but you also don’t want to wait too long and risk losing the opportunity. A good rule of thumb is to wait 2-3 days before sending a follow-up email.
  2. Be polite and professional: When sending a follow-up email, it’s important to maintain a polite and professional tone. Avoid being pushy, demanding, or rude. Thank your recipient for their time and consideration, and express your appreciation for their attention.
  3. Provide value: Make sure your follow-up email provides value to your recipient. This can be in the form of additional information, relevant content, or a personalized offer. Show that you’re invested in their needs and interests, and provide them with something that can help them achieve their goals.

By following these basic rules, you can ensure that your follow-up emails are effective, engaging, and respectful. Remember that the goal of a follow-up email is to establish a relationship, build trust, and achieve your goals.

Informal Email Writing Format Samples

Here are some informal email writing format samples:

Sample 1: Thank You Email

Subject: Thanks for your help!

Hi [Name],

I just wanted to take a moment to thank you for your help with [project/task]. Your expertise and support were invaluable, and I couldn’t have done it without you. Your hard work and dedication are truly appreciated.

Thanks again!


[Your name]

Sample 2: Catching Up Email

Subject: Catching up!

Hey [Name],

It’s been a while since we last caught up, and I wanted to see how you’re doing. How’s work/life been treating you? Anything new or exciting happening?

Things have been good on my end. I’ve been busy with [project/task], but it’s been really rewarding. I’d love to hear more about what you’ve been up to lately.

Let’s catch up soon!

Take care,

[Your name]

Sample 3: Invitation Email

Subject: Join me for [event/activity]!

Hey [Name],

I wanted to invite you to [event/activity] that I’m planning to attend. It’s going to be a lot of fun, and I thought it would be great to have you there too.

Here are the details:

[Event/activity name and description]

[Date, time, and location]

Let me know if you’re interested in coming. It would be great to see you there!


[Your name]

When writing an informal email, it’s important to use a conversational tone and keep the language simple and easy to understand. Make sure you’re addressing the recipient appropriately and using an appropriate level of familiarity, depending on your relationship with them.

Formal Email Writing Format Samples

Here are some formal email writing format samples:

Sample 1: Job Application Email

Subject: Job Application for [Position Name]

Dear Hiring Manager,

I am writing to apply for the position of [Position Name], which I recently saw advertised on [Job board/newspaper/website]. I believe that my skills and experience make me a strong candidate for the role.

As you can see from my resume, I have [number of years] years of experience in [relevant field]. I have a proven track record of [achievements or accomplishments]. I am confident that I can bring my skills and expertise to your organization and make a valuable contribution.

Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further.


[Your name]

Sample 2: Business Proposal Email

Subject: Proposal for [Project Name]

Dear [Recipient Name],

I am writing to propose a new project for your consideration. The project, called [Project Name], aims to [brief description of the project and its objectives].

As you can see from the attached proposal, our team has the experience and expertise to successfully execute the project. We have outlined the scope of the project, the timeline, and the budget in detail, and we believe that this project has the potential to benefit your organization in [specific ways].

Please let us know if you have any questions or concerns, and we would be happy to answer them. We look forward to the opportunity to work with you.

Best regards,

[Your name]

Sample 3: Formal Request Email

Subject: Request for [Purpose]

Dear [Recipient Name],

I am writing to request [Purpose]. Specifically, I would like [specific details or requirements of the request].

I understand that this request may require additional time or resources, and I am willing to work with you to find a solution that meets both of our needs. If you require any additional information or documentation, please let me know.

Thank you for your time and consideration. I look forward to hearing from you.


[Your name]

When writing a formal email, it’s important to use a professional tone and keep the language formal and respectful. Use appropriate greetings and sign-offs, and address the recipient using their proper title and name. Keep the message concise and to the point, and provide any necessary details or documentation.

Sending and Writing an Email – Dos and Don’ts

Here are some dos and don’ts for sending and writing an email:


  1. Keep it concise: Keep your email short and to the point. Use clear and concise language to convey your message.
  2. Use a clear subject line: Use a clear and specific subject line that summarizes the content of your email.
  3. Address the recipient appropriately: Use a proper greeting and address the recipient by their name and appropriate title.
  4. Use proper grammar and spelling: Use proper grammar and spelling to make sure your email is clear and professional.
  5. Provide necessary context: Make sure to provide enough context and background information so that the recipient can understand the purpose of your email.
  6. Proofread before sending: Proofread your email before hitting send to avoid any errors or typos.


  1. Use slang or inappropriate language: Avoid using slang or inappropriate language in your email, as it can be unprofessional and offensive.
  2. Use all caps or excessive exclamation points: Using all caps or excessive exclamation points can come across as shouting or overly excited, which can be inappropriate in a professional setting.
  3. Use overly formal language: While it’s important to maintain a professional tone, using overly formal language can come across as stiff and unnatural.
  4. Include sensitive information: Avoid including sensitive information in your email, as it can be intercepted or compromised.
  5. Forward chain emails: Avoid forwarding chain emails or spam to others, as it can be a waste of time and annoying to recipients.
  6. Forget to include attachments or important details: Double-check to make sure you have included any necessary attachments or important details in your email, as forgetting these can lead to confusion or delays.

How to write an Email FAQs

Cc (carbon copy) and Bcc (blind carbon copy) are both used to send copies of an email to additional recipients. The main difference between the two is that recipients added to the "Cc" field will be visible to all other recipients, while recipients added to the "Bcc" field will be hidden from other recipients. Here's what you should write in each field: Cc: When you add a recipient to the "Cc" field, you are sending them a copy of the email for their information or for their action, but they are not the primary recipient. It is often used when you want to keep someone informed about the email conversation or action. You should write the email addresses of the people you want to include in the "Cc" field, separating each email address with a comma. Bcc: When you add a recipient to the "Bcc" field, you are also sending them a copy of the email, but they will not be visible to other recipients of the email. It is often used for privacy reasons or when you do not want the other recipients to know that someone else is included in the email. You should write the email addresses of the people you want to include in the "Bcc" field, separating each email address with a comma. It's important to use the "Cc" and "Bcc" fields correctly to avoid confusion or misunderstandings. If you are not sure whether to use "Cc" or "Bcc," consider whether the recipient needs to take action or whether they only need to be informed.
To send documents along with an email, you can follow these general steps:
  1. Open your email client: Open your email client or email service provider, such as Gmail or Outlook.
  2. Compose a new email: Click on the "Compose" button to start a new email.
  3. Add recipients: Add the email addresses of the recipients in the "To" field.
  4. Add a subject line: Add a clear and concise subject line that summarizes the content of your email.
  5. Write your message: Write your message in the body of the email.
  6. Attach the document: Click on the "Attach" or "Attach files" button, which is usually represented by a paperclip icon. Browse your files and select the document you want to attach.
  7. Confirm the attachment: Confirm that the document is attached by checking that the file name is listed under the "Attachments" section of the email.
  8. Send the email: Once you have finished writing your email and attached the document, click on the "Send" button to send the email.
Note: If the document you are trying to send is very large, you may need to compress the file or use a file-sharing service, such as Dropbox or Google Drive, to send the document. Additionally, it's always a good idea to confirm with the recipient that they were able to receive and open the document successfully.
The subject line of an email is an important element as it gives the recipient an idea of what the email is about and helps them to prioritize and organize their emails. A clear and concise subject line can help to ensure that your email is opened and read. Here are some tips for writing an effective subject line:
  1. Be clear and specific: Use a subject line that clearly and specifically summarizes the content of your email. Avoid vague or generic subject lines, as they may not capture the recipient's attention or communicate the urgency or importance of the message.
  2. Keep it brief: Use a subject line that is short and to the point. Long subject lines can be difficult to read and may get cut off in some email clients.
  3. Use keywords: Include keywords that are relevant to the content of your email, such as a project name or a specific request.
  4. Avoid all caps or excessive punctuation: Using all caps or excessive punctuation can come across as aggressive or unprofessional, so it's best to avoid these in your subject line.
  5. Consider including a call to action: If you want the recipient to take action, consider including a call to action in your subject line. For example, "Action Required: Review and Approve Project Proposal."
Remember that the subject line is the first thing the recipient sees, so make sure it is attention-grabbing and accurately reflects the content of your email.
The format of email writing typically includes several elements, such as:
  1. Subject line: A brief summary of the email's purpose, which helps the recipient to understand the content and urgency of the message.
  2. Salutation: A greeting that is appropriate for the recipient, such as "Dear" followed by their name or a more general greeting like "Hello" or "Hi."
  3. Body: The main content of the email, which should be clear, concise, and well-organized. Use short paragraphs, bullet points, or numbered lists to make the information easy to read and understand.
  4. Closing: A polite closing remark, such as "Best regards" or "Sincerely," followed by your name.
  5. Signature: Your name and contact information, which may include your job title, company, phone number, and email address.
Here is an example of a basic email format: Subject: Follow-up on Meeting Dear [Recipient's Name], I hope this email finds you well. I wanted to follow up on our meeting yesterday to discuss the new project. As per our discussion, I have attached the project proposal and budget spreadsheet for your review. Please let me know if you have any questions or concerns. I look forward to hearing back from you. Best regards, [Your Name] [Your Signature] Note that the format of email writing may vary slightly depending on the context, audience, and purpose of the email.


  • Shivani Adhikari

    I am Shivani Adhikari author of the website Mailersadda, where I write about a variety of topics including digital marketing, SEO, SMO, email marketing, conversion optimization, content marketing, website design and more. When I'm not working on the website, I enjoy exploring outdoors, travelling and painting. I Hope you find my website helpful and informative. Thank you for visiting Mailersadda.