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HOW TO WRITE POWERFUL EMAILS THAT GET RESULTS


We know that readers skim content for information. Helping them locate information through organization, easing the cognitive burden through writing in Plain English, and ending with a clear call to action CTA produces emails that get answers.


Let's break down the parts of an action email and share an example. First, how an email should be organized.

  • Subject line: the reason for writing in 3-5 words

  • Introduction: states the purpose in 2-3 sentences

  • Body: divided by information blocks with subject headings

  • Conclusion: specific call to action - what do you want the reader to do? (with a deadline if relevant)

_________________________________________________________________________

Example email:


Subject: AM Project meeting venue changed


Salutation: Dear Mr Sully,


(Introduction)

Tomorrow's AM Project meeting venue is changed. I know this is last minute but the hotel has just informed me.


(Body)

(Heading )

New Meeting Details

These are the new venue details:

  • Meeting venue: Waldorf Astoria Hotel, The Mediterranean Room (2nd floor)

  • Date: Wednesday, January 31, 2026

  • Time: 10am - 6pm

  • Directions: www.waldorfastoria.com


(Conclusion & CTA)

Could you please confirm your participation before 6pm today (Jan. 30) either by WhatsApp or email?

Thank you and my apologies for such short term notice.


Best regards,

Linda

Communica

_________________________________________________________________________


Note that the author of the email writes in Plain English, uses a heading, and has a clear call to action: all of these elements increase readability. It's clear that the author wants the reader to confirm participation for today at 6pm. The author also tries to make it easy for the reader to answer - either by clicking the email respond button or via WhatsApp. This email is likely to get an answer quickly.


Add to structure, lots of white space. White space gives readers time to understand what they read before going to the next section. This reduces cognitive load of reading and increases the capacity to take in the information.


Does this email structure seem too structured to you? I agree, but this is not creative writing. Here is what a business writing expert has to say about structure:


The context of business writing can become extraordinarily complex; at the same time, readers are often busy. A mechanical organization is a blessing for a busy reader (for busy writers, too).

The Plain English Approach to Business Writing, Edward P. Bailey, Jr.



If you want your reader to respond to your email, make sure that your information is clear, tell the reader what you want them to do, and make it easy to answer. And that's the secret to powerful emails!


References

Bailey, Edward P. Jr. (1997) The Plain English Approach to Business Writing, Revised Edition, Oxford University Press


I train non-native speaker professionals to speak and write using Plain English guidelines leading to increased reader understanding and response.

Visit my website: www.cmnca.ch

 
 
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