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Tips for Organizing and Composing an Email and Professional Signature

by | Oct 5, 2022 | Blog | 0 comments

“Email has an ability many channels don’t: creating valuable, personal touches—at scale.” – David Newman

Are you managing your formal email and signature effectively? Many people don’t realize how important it is to have a well-structured email. It’s essential to present a professional image in all of your communications.

This blog discusses the basics of how to structure your email message for optimal professionalism and readability. We’ll also provide tips for creating an effective signature. So, before you open that compose window, or click send, have a look!

Is Email Still Relevant in 2022

Research shows us that email is still the best communication channel to reach people ahead of other channels, even with the increased use of social media and other messaging platforms.

Email users are estimated to grow; consider the following user statics:

  • According to Statista, in 2021, 4 billion people used email globally, which is expected to increase to 4.6B users in 2025
  • Over 300B emails are forecasted to be received and sent every day in 2022
  • Email marketing provides an extremely high return on investment (ROI) of $44 for every $1 spent.

Until a more efficient communication method replaces it, email is here to stay.

What do businesses use email for?

Businesses use email to communicate with their employees and other organizational members. It is also used to compose messages to customers, suppliers, and other stakeholders essential to the organization’s success. (group or individual recipients)

Emails are flexible and can be used for giving instructions, serving as documentation, providing confirmation, communicating rules and procedures, making recommendations, providing a status update, sending files or pictures, and making inquiries.

The Structure and Components of a Professional Email

    1. Subject Line
    2. Greeting
    3. Body Text
    4. Call to Action
    5. Email Signature

Purpose of the Subject Field

The subject line of an email is the single line of text people see when they receive your email. This line of text can often determine whether an email is opened or sent straight to the trash, so make sure suited to your audience.

Here are some primary considerations when writing the subject line:

    1. Avoid spam words
    2. Include a deadline in the subject line
    3. Be Direct and clear about the messages’ intentions
    4. Give an explicit command or (CTA) in your subject
  • Examples of Professional Opening lines:

  • I hope this email finds you well.
  • I hope your week has been great so far.
  • Good morning/afternoon/evening.
  • I hope your week started well.
  • Thank you for the timely response.
  • Thank you for getting in touch with…

Subject lines need to grab the recipient’s attention quickly. According to WalkerSands.com, “it’s estimated that subject lines with 50 characters or less result in 12% higher open rates and 75% higher click-through rates than emails with long subject lines.”

Email Greeting & Introduction

The beginning of your email sets the tone and may influence the recipient’s perception of you. A robust email introduction encourages your reader to continue scanning the body of your message.

The best emails have an engaging greeting and opening sentence that secures the recipient’s interest and buy-in. Sending an email to a professional without greeting them, risks the email or its sender being perceived as brash or abrupt.

Formal email (s)

  • Dear

An informal email (s)

  • Hello
  • Hi
  • Greetings

“Quality over quantity—Emails may be cost efficient but it’s no excuse to not produce quality content to give to a targeted audience.” – Benjamin Murray

The Main Body of the Email

Businesspeople and professionals receive and send messages throughout the workday. Email messages, in particular, often accumulate very quickly and take time and effort to manage.

Therefore, if you want your email message to be read, be concise, organized, and to the point. The main body of your email should include the following email format:

    1. Self Introduction
    2. The purpose of your communication
    3. Close Statements 

Email Formatting Options

The standard format of a business email address ensures the email is easy to read and remember. Examples of standard email formatting:

A good professional email address used in a resume or on a business card can also make a good first impression.

Choosing an Email Font and Letter Size

Using well-known professional fonts such as Arial, Verdana, Calibri, and Times New Roman works well with business emails. Most email providers conveniently use one of these styles as a default choice. For example, an Outlook, Yahoo, AOL or Gmail account have these fonts available.

If these fonts aren’t available, the font style and size should be easy to read and resemble the above-mentioned fonts. Standard font sizes range from 10 to 13 (font size). If ever in doubt, the default rule to follow is to design your email to be easy to read.

Self-Introduction

An email self-introduction aims to inform or remind someone who you are. A respectful reminder can save the recipient’s time in professional emails if you are not writing to someone frequently.

The introduction also sets the tone for the rest of your message. A positive, precise, professional self-introduction email can help build a favorable rapport with new and existing colleagues.

The Purpose of Your Communication

The purpose of the Email is usually a request, such as asking for information about a job, asking for advice, or attempting to sell a product or service.

Concise emails help readers get to the main point as quickly as possible. Hence, the writer needs to direct the reader using carefully selected words, short, efficient sentences, and only include essential information, facts, or questions.

Here are some email best practices to keep in mind while you craft your message

  • Limit your Paragraphs to two sentences, three if necessary.
  • The main body should be no longer than six-eight sentences total.
  • Sentences should be no longer than 10-15 words.
  • Keep the email focused on the main point.
  • Use bullet points to communicate numerous ideas, questions, or facts.

Business people do not like reading blocks of text or wordy messages. For this reason, it is crucial to organize your email, so it does not look verbose or time-consuming to read.

Remember, before you click the send button, be sure that the recipient’s email address is correct and that all of the cc and bcc recipients and attachments have been included.

Lastly and most importantly, be sure that you have taken the time to re-read (out loud) the entire email to ensure it reads smoothly and that the grammar and spelling, and information are correct.

Closing Statements

The final paragraph expresses gratitude to recipients for their time and for considering your message. It concludes by referencing the next engagement you hope to have with the recipient.

Professional email (s)

  • Best Regards
  • Sincerely
  • Respectfully
  • With respect

An informal email (s)

  • Talk to you Soon
  • Hope to hear from you soon
  • Best
  • Thanks

“I want to do a business with a company that treats emailing me as a privilege, not a transaction.” – Andrea Mignolo

Call to Action (CTA) Statement

Call to action (CTA) statements invite the recipient to take the desired action after reading the message. For example, click on a link, fill out a form, reply to a message(send email), make a phone call, or purchase an item.

Call-to-action statements can take several different forms:

  • Insert a hyperlink
  • Action Button (Email Button)
  • Plain text with no link
  • Reply / Compose button

How to write an effective CTA Statement:

    1. Start with an imperative.
    2. Make it low risk.
    3. Use persuasive language
    4. Create a sense of urgency.
    5. Make it easy to complete the desired action.

In sales, CTAs are explicit appeals to your audience to take a specific action after reading your message. They are essential for turning prospects into clients and customers.

Examples of Sales CTA Statements:

  • Reply to this message now to receive your 50% discount
  • Click here for more information about your free trial
  • Call us at 1-800-555-5555 and talk to a live representative
  • Hit subscribe to receive more amazing content

Examples of Non-Sales CTA Statements

  • Please reply before August 21, 2022
  • Please confirm that you have received this message
  • Your feedback is much appreciated
  • If you require additional information email, please reply to this message or contact me at:

A well-written CTA statement can increase email conversion rates to as high as 15%. Lastly, a CTA statement should be emotionally compelling, feature the value or benefits, and engender a sense of urgency (i.e., time-sensitive).

Professional Email Signature Section

The primary purpose of an email signature is to reassure recipients that they’re communicating with a real person rather than a bot.

Furthermore, a professional email signature establishes and reinforces who you are and the company you represent. Thus, your email signature serves as your digital business card.

Characteristics of good email signature design:

  • Include your name, role, and company name
  • Add a short slogan/tagline that describes details about the business
  • Include a few of your best contact details
  • Place a company images or logo, typically below your name;  Note: small work best for design and compatibility across smaller mobile screens.
  • A small professional photo adds personalization to the message

An email signature is an essential element of your messages or marketing campaigns. It demonstrates brand personality, introduces the person behind the emails, and provides necessary contact information.

Most people don’t realize how important it is to have a well-structured email. It’s essential to present a professional image in all of your communications. This blog post covered communication techniques, the basics of email structure, and how to create a professional signature.

Email is still considered the best communication channel to reach people ahead of other channels, even with the increasing use of social media and texting. A professional email represents a dependable way to stay in touch with employees, customers, and business stakeholders.

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