Everything (and much more) You Need To Know About Writing Emails

Monday, June 27, 2022

From: Library of Rytr Bot

To: Our Rytrs

Subject: Ryte Your Mails Like A Pro

Hello, hope you’re staying stylish and updated like me. I have slid in your device(s) today to make you a mailing ninja…

The above lines seem to strike a chord, no? Yes, it indeed resembles something we encounter (wanted-ly or unwantedly) every day. While some emails may not require much thought or caution, others can be tricky to work around.

Irrespective of one’s field or type of work, exchanging emails remains a big and significant constant. Let’s face it, some of us dread opening one while others are terrified to compose one (without sounding stupid).

Now, this is the only read you would need (that rhymed just fine) to frame the ‘perfect’ emails like a pro. Let’s get started.

Make Your Subject Crisp (crispier than your favourite fries) 🔗

Your subject line speaks a lot about your mail and can often decide its priority for the recipient. Sometimes, in our attempt to make our subject line short n sweet, we often mess up with the primary message that we wish to convey. Always ensure that your subject line is such that your recipient can search it later as well. Strictly avoid jargon and clickbait.

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Structure Your Email Like Your Favourite Architectural Piece 🔗

We don’t intend to romanticize email writing here, but don’t we all just love symmetry, consistency and careful workmanship? That’s right, an email can be a work of art as well and there can nothing be more satisfying than composing a couple of pieces of art right before you clock out.

The first thing you should do is to introduce yourself in the opening paragraph. You should also set the expectations of your email by telling them what they will find in the email.

In the next paragraph, you should write about why you are writing this email, and what you want them to do. In this paragraph, it is important to show that you care about their time and efforts.

The next paragraph should be a call-to-action that guides your reader on how they can take action on what you want them to do. This can be something as simple as clicking a link or replying with a certain answer.

Here are some art pieces by our AI artisan:

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Looping Around 🔗

Try to loop in only important people in your mail. A mail with too many recipients looks spammy or less important. Moreover, after one look people might get the feeling that someone or the other would eventually end up responding so they don’t need to.  Furthermore, if you feel that a particular person isn’t required anymore in a trail then feel free to remove or add them to BCC.

Just KISS (Keep It Short & Simple) 🔗

Keep your email as short as possible & try to include longer details (texts, charts, graphs, etc.) as attachments. This will make your mail look more professional & clean. And again, short mails save a lot of time both in terms of drafting & reading.

Not sure how to write a quick mail? You can give our AI a shot and generate as many emails as you need.

Variant 1

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Variant 2

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Opening Act 🔗

Be explicit with your opening lines. Once you’re done with salutations, there’s no need to beat around the bush (no matter how scary the mail is). Everyone, including your super seniors, would admire direct mails with clear ‘actions’ or ‘ask’.

Do you want to request a meeting to discuss your increment? Ask for the meeting directly rather than listing down 10 points why you deserve a raise.

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Messed up a deadline? Apologise and send a revised timeline rather than being sheepish about it.

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Scale Up Your Cold Mails 🔗

Just like everyone & everything else, the concept of cold mailing has evolved as well. Still crowned as one of the most effective ways to break the ice, cold emails require more deliberation than your regular mails.

Here are some quick tips that would make your draft stand out.

1. Introduce yourself in no more than 2 sentences.

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2. Be very specific about the recipient and greet them properly. To show you have done your homework well, don’t shy away from appreciating them for the amazing things they are doing.

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3. Instead of directly stating what you can do for them, try twisting this narrative into how ‘they can benefit’ from your proposal/services. Remember, always keep your recipient at the centre stage. Good storytelling would never disappoint you.

4. Make your ‘ask’/CTA clear. You can request them for a quick call that can be as short as 15 minutes.

5. Last but not least, do not overestimate the length of your mail. People tend to spend the least time going through emails of unknown people. Try to cut short your draft to less than 250 words. You might have a lot to say & show but those things can be taken care of via attachments or hyperlinks. If your mail catches attention then the recipient would be automatically drawn towards knowing more about your proposal.

Conclusion 🔗

Yes, composing effective emails may seem challenging at times but we’re sure that you’re just a few steps away from mastering this art. As we always say, #EveryoneCanRyte with our AI buddy.

Have any questions related to drafting mails? You can head to our community and get it all cleared with like-minded people!