Writing Great Emails


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(1) Project an Image: To make people feel emotions

I try to project the image of being confident, but really I’m always nervous.

(2) Back and Forth: From one to another and then back again

During a tennis match, the ball goes back and forth over the net.

(3) Mass Email: An email sent to many people at one time

We send out our mass email only to those who request it. I hate spam.

(4) Tone: The emotional feeling of writing

You have a very aggressive tone. Why are you so angry?



1. Why might you start an email with “Hello John,”

a. You want John to feel a friendly emotion.

b. You don’t know John.

c. You want to be direct with John.

2. Why might you start an email with nothing at all?

a. You want the person to feel a friendly emotion.

b. You’ve been sending lots of emails to the person on one topic.

c. You forgot their name.

3. Why might you start an email with “Greetings from Our Company?

a. You want to be direct.

b. You forgot their name.

c. You want to be friendly and it’s a mass email.


Writing Great Emails



By Jeremy Schaar

People begin emails lots of different ways. Why is it important to learn the different ways? The different ways of starting an email create different emotions. In other words, it sets the tone. The emotions (or tone) at the beginning influence how the person reads the email.

So, let’s look at all the options.

Last week I presented three ways to start an email:

  • Dear
  • Dearest
  • Just their name

Dear is the most normal way to begin an email. It’s almost always OK. It almost always sounds good.

But there are other options. We can use dearest with someone we love. Or we can just use someone’s name in order to be very direct.

Today, let’s look at another three options.

  • Hello, Hi, Hey
  • Nothing at all
  • Greetings from […]

#1 Hello, Hey, Hi Hello, hey, and hi are more casual than dear. The tone is more relaxed, more friendly. These days, tech companies like to project a friendly image. So when they send out emails to customers, they’ll often begin with “Hello Jeremy” or “Hi John”.

#2 Nothing at all Sometimes people don’t use any greeting at all. They just get right to the message. This is especially popular if you have been emailing back and forth with someone. If this is your third email to someone and it’s only been two hours, then you don’t have to use any greeting. It’s more like chatting. You’re just using your email program to chat.

Also, you might not actually know the person’s name. Maybe you’re sending out a mass email to all the customers. Or maybe it’s a memo to the whole office. “Dear Customers” or “Hey Office” can sound stupid. It might be better to use nothing at all.

#3 Greetings from […] On the other hand, using nothing at all is very direct. Do you prefer to be a bit more friendly? How about trying Greetings from […]? For a company-wide email, you might write “Greetings from the Marketing Team”. To customers, you could write “Greetings from Our Company,”.

Next week we’ll look at some real life examples. Want more practice? Got questions? Comment on the blog, Facebook, or Twitter.


Answers To Today’s Questions

A, B, C


You Can Do It All Yourself But You Dont Have To

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