How do you structure your email messages to achieve your purpose and engage your reader?

To structure email messages effectively, start with a clear subject line that accurately reflects the content and purpose of your message. In the body, open with a concise greeting and a brief introduction stating your main point. Organize your message into short, logical paragraphs, each focusing on a specific idea or piece of information. Use formatting techniques like bullet points, numbered lists, or bold text to highlight key points and make the message scannable. Close with a clear call-to-action or next steps, if applicable, and end with a friendly sign-off. Throughout the message, use a conversational yet professional tone to engage the reader and convey your message clearly and persuasively.

I structure my emails in a way that can be easily referenced later by myself and the people I share it with. That's any documentation. An email is a document. Write it so it makes sense to you, with your expected audience in mind.

Everyone gets 1000 emails per day. They aren't going to read yours. That's the reality. Unless you get straight to the point. What is the message that the recipient needs to know immediately?

I think structuring emails is a lot like structuring any written document. But with the email it is even more essential to be concise and to-the-point. One needs to realize that most people are bombarded with emails today. So you really want to take that into consideration. There are a few exceptions, but for the most part it should not extend past one page [say of a MS Word document] and ideally shorter. The subject line should always be filled out and provide a good idea of what the email is about. Remember, you don't want to place any specific Personally Identifiable Information (PII) in the subject line. You want to be professional and courteous, so "Hello Name" or Good Morning / Good Afternoon Name" are the best openers.

In a business English class I took, the instructor advised students to state the purpose of the email in the first sentence. Then "scaffold" body content to tie back to the stated purpose. For a longer, more involved email, I agree with Clifford's observation that brevity is better. That means using simpler vocabulary and sentence structure. "Clarity above all." If the email is more involved, it might be helpful to start with an executive summary (the TL;DR version) with bullet points. Then, even if your recipient doesn't thoroughly read the email, you've still gotten your main points across.

Understanding your audience is crucial to achieve the intended purpose of the email message. Tone and register are two key elements that should be tailored to the recipient to ensure effectiveness. For instance, when writing to a client, a formal tone is required. Phrases like “Thank you for expressing interest” and “I would appreciate your feedback” show respect and professionalism. Being diplomatic is another essential skill when writing emails. It entails carefully choosing your words to convey your message in a tactful manner and maintain a positive tone. For example, instead of saying, “you didn’t complete the task on time,” a more diplomatic approach would be, “I noticed the task hasn’t been completed yet, could you update me?”

The beginning of this article references a "diverse audience." This is somewhat puzzling because most email newsletters or business query emails are sent to people in the same industry or sharing the same job function or title. Individuals with a common bond give permission to receive emails about a specified topic such as marketing or technology or insurance. This makes the job easier for the person(s) who construct and distribute group emails. They will create content to address topics of interest to their audience.

If you only need to send a short reply, you can use the subject line to answer the question, then finish it with <eom> which stands for “end of message.”

A clear subject line is essential for effective email communication. Here are two key points to consider: 1. Clarity: A strong subject line accurately reflects the email's content and allows the recipient to quickly understand its purpose without even opening it. Besides, it increases the chances of it being read promptly. On the other hand, vague or overly general lines may confuse the reader or cause delays in reading the email. 2. Succinctness: Subject lines should be short. Using relevant keywords, rather than full sentences, is more efficient. Keywords highlight the main focus of the email and help the recipient grasp the message’s aim at first glance.

Specific subject lines can help prevent an email(s) from going into the junk folder. Effective subject lines hold the promise of something the recipients need or want.

Blaise Pascal reported, "If I had more time, I would have written a shorter letter." Keep your emails brief and concise. Use bullet points and or a one-sentence summary/ Summarise the key action in bold. You could also use a tone detector to rewrite for your audience. Grammarly has one.

Many non-native speakers of English come from cultures that use high-context communication, and therefore, tend to adopt this style when writing emails in English. This may lead to misunderstandings and confusion in international settings. That is why it is essential to use low-context communication instead. Unlike high-context communication, where meaning is often implied, low-context communication is direct and explicit. This is particularly important in written communication, where clarity and precision are key to ensure effectiveness and prevent misinterpretation. Direct communication is preferably the "norm" to be followed when communicating across cultures to convey messages accurately and maintain a high degree of professionalism.

Do not embed (attach) large images in your emails. Large files could be rejected by someone's mobile phone or computer as too big. Large files might be categorized as spam. In my experience, emails of any kind should open quickly, be easy to read, and express a clear message to benefit the reader. Adding a share button somewhere in the email helps the sender reach more people.