Wednesday, March 21, 2018
Text Size


Email can be a great way to communicate with other people, especially service providers and professionals.

Benefits of writing an email:

  • You can write it any time
  • You can take your time writing it, even over days or weeks
  • A written record can be handy
  • Email is fast and cheap
  • Each email can be sent to one person or many

Remember: Once you’ve pressed “send”, you can’t get it back so make sure your email is suitable to go!


Important tips:


Who are you sending to?

Send only to the people who need to know or see your email.  If you send it to everyone, no one will take responsibility.


Always double check: 

Re-read what you’ve written before you press send.  Save it as a draft and come back later to check it again.


Be sure your message is clear.

Keep your email short and to the point:

4 to 5 paragraphs are enough for most emails. Often people will not read a long email. 

Using headings or a summary at the top can help.


Use the subject heading well: 

A blank or unclear subject means your email might not be read.

Your subject should clearly tell the topic of your email.

For example: “An email from Jane” is an unclear subject, not telling you what the email is about. Subject headings such as “Information about Meeting” or “Advice on Problem Regarding Your Service” are clear.


Never write when angry or emotional:

It can be easy to write when upset, but not easy to write well - emotional emails can confuse or upset other people.

Take time to calm down and write your email, or come back to re-read.

Ensure you’ve included the facts, not just how you feel. You might like to have someone read it for you. 


Structuring an email:

An email is usually less formal than a letter. Emails should still include particular information.

Writing an email image