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Structuring Emails...

 

Step One:

Email Subject Line

 

Step Two:
Email Greeting & Introduction

 

Step Three:
Email Body & Call to Action

 

Step Four:

Email Sign Off & Signature

 



Home >> Email Writing >> How to structure an email >> How to write an email body and call to action

 

Step Three: How to Write an Email Body and Call to Action

 

What you need to tell the reader, and what they need to do as a result


The body of the email and the call to action are the entire reason you’re writing it in the first place. This covers:

 

• What you want to tell the person

• What you want them to do

 

The email body should be as concise as possible. It isn’t always possible to get everything down to 140 characters, but try not to go rambling on for hundreds and hundreds of words.

 

The main reason email has become so popular around the world is speed and convenience. This is what people want, so make your core text as quick and convenient for the other person as possible:

 

 

Do

• Cover no more than two subjects, and use headers to indicate where a new subject begins.

• Be economical. Don’t use unnecessarily long words. Use short paragraphs and only give as much background information as is necessary.

• Include highly detailed or complex information as an attachment, rather than within the email itself.

• Use bullet point lists. It’s a great way to shorten information. Just look at this list for example J

 

Don’t

• Try to shrink down the overall length of your email by using a teeny tiny font. You’re not fooling anybody!

• Try to deal with more than two subjects in an email. You won’t be able to summarise everything in your subject line and the email itself will become lengthy and confusing.

• Miss out important information. You need to be economical, but not to the point where you’re leaving out stuff the recipient needs to know about

 

 

Your call to action is your request for the reader to do whatever it is you need them to do. You’re literally calling on them to take an action.

 

Exactly what your call to action is will depend on the nature of your email. If it’s to promote a business, product or service, the call to action may be to encourage the other person to spend money with you. If it’s a personal email the call to action might be to get the person to provide you with some information, or simply to write back.

 

Your call to action needs to include:

 

What – what the person needs to do

When – when they need to do it by

Why – what is the benefit to them of taking action, or the consequence of not taking action?

 

The call to action usually comes towards the end of an email, but can be hinted at earlier in order to prime the reader. Be careful not to overdo it though. Too many calls to action will definitely spoil the broth.

 

For example:

 

Call to action at the end

Call to action hinted at earlier in the email

 

Too many calls to action

Hi John,

 

I hope you’re well.

 

I’ve finished my second draft of the play and I’ve attached a copy with this email.

 

This draft has taken into account all the feedback I got from the first draft so you should see a definite improvement.

 

Please proofread this draft and send it back to me by the end of the week. This will allow me to send copies to all the actors in time for our first rehearsal.

 

Best regards

 

Adya

Hi John,

 

I hope you’re well.

 

I’ve attached my second draft of the play for you to proofread.

 

This draft has taken into account all the feedback I got from the first draft so you should see a definite improvement.

 

Please proofread this and send it back to me by the end of the week. This will allow me to send copies to all the actors in time for our first rehearsal.

 

Best regards

 

Adya

Hi John,

 

I hope you’re well.

 

I’ve attached my second draft of the play for you to proofread.

 

This draft has taken into account all the feedback from the first draft. Proofread it now and you’ll see a definite improvement.

 

Please proofread this and send it back to me by the end of the week so I can send copies to all the actors in time for our first rehearsal.

 

Open the attachment now to proofread this version and let me know if you spot any errors.

 

Best regards

 

Adya

 

P.S – Did I mention that I want you to proofread the attachment?

 

If you’re sending commercial emails to and encourage people to spend with you, make your call to actions stand out by using a large, colourful font, a bold text box or a visual cue.

 

Also, begin your calls to action with a verb, and keep them short.

 

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Step Three:

The next step after writing the email greeting and introduction is writing the email sign off and signature.

 

 

 

 

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