Use a clear subject line that matches the email’s purpose
Start with a proper greeting (e.g., “Hi [Name],” or “Dear [Name],”)
Open with a brief context or reason for writing
State your main message in one or two sentences
Include key details needed to act (dates, times, locations, references, links)
Use short paragraphs and bullet points for readability
Ask specific questions or make clear requests
Provide any necessary attachments or mention links clearly
Include a polite closing (e.g., “Thanks,” “Best regards,” “Sincerely,”)
Sign with your full name and relevant contact information
Proofread for grammar, spelling, and clarity
Keep the tone appropriate for the audience (formal for external contacts, concise for internal)
Respond to all prompts in the same email thread when applicable
Use “Reply All” only when necessary
Review recipients and email addresses before sending