How can you write an email that is easy to read?

1 Know your audience

Before you start writing, think about who you are writing to and what you want them to do. Different audiences may have different expectations, preferences, and levels of familiarity with you and your topic. For example, an email to your boss may be more formal and detailed than an email to a colleague. An email to a client may be more polite and persuasive than an email to a vendor. An email to a new contact may require more introduction and explanation than an email to a long-term partner. Try to tailor your tone, language, and content to suit your audience and purpose.

2 Use a clear subject line

The subject line is the first thing your recipient sees when they open your email. It should summarize the main point or action of your email in a few words. A clear subject line helps your recipient decide whether to read your email, how to prioritize it, and what to expect from it. Avoid vague, generic, or misleading subject lines that may confuse or annoy your recipient. For example, instead of "Update", write "Update on Project X deadline". Instead of "Question", write "Question about invoice #123". Instead of "Hi", write "Introduction from ABC company".

3 Structure your email logically

A well-structured email makes it easier for your recipient to follow your message and respond accordingly. A typical email structure consists of three parts: greeting, body, and closing. The greeting should address your recipient by name and include a salutation, such as "Dear", "Hello", or "Hi". The body should contain the main information and action items of your email, organized into paragraphs or bullet points. The closing should thank your recipient, restate your request or expectation, and include a sign-off, such as "Sincerely", "Best", or "Regards". Don't forget to add your name and contact details at the end.

5 Be polite and professional

Your email reflects your image and reputation, so you want to make a good impression on your recipient. Be polite and respectful, use appropriate words and expressions, and avoid emotional or aggressive tones. For example, use "please" and "thank you" when making requests or expressing gratitude, use "could" and "would" instead of "can" and "will" when asking for favors or making suggestions, and use "I apologize" or "I'm sorry" instead of "Sorry" when admitting mistakes or expressing regret. Also, be careful with humor, sarcasm, and emojis, as they may not be appropriate or understood by your recipient.