How to Start An Email (Plus 2 Crucial Steps BEFORE You Start Writing)
Writing an email is simpler than you think.
With a few basic tips, you can write better emails than most people.
The problem is when we don't know where to start...
Or when we overthink what to say.
So how should you start an email? And how do you finish one?
In this post, I’ll teach you a few basic principles that will help you start an email strong and finish it well.
Cool? Let's begin.
Understand these 2 Crucial Steps BEFORE You Start Writing
1. Determine Your Goal
What are you trying to do here?
What is your goal with this email?
Do you want to tell someone a story?
Ask for a meeting or a deadline extension?
Or just get them to email you back?
Whatever it is — get clear on it. You'll want to keep it in mind as you write and edit.
2. Determine THEIR Goal
Who’s receiving your email?
And why should they give a sh*t about it?
Here's my point:
The person receiving your email is busy. We all are. And they have 32 zillion things they’d rather do than read or respond to your email...
So put yourself in their shoes.
What do THEY want from your email?
Do they want you to tell them the facts and get on with it?
Do they want to be entertained?
Do they want to be able to send back a quick “yes” or “no” and have dinner with their family?
Whoever you’re emailing, put yourself in their shoes. Figure out what they want from your email.
How to Start an Email (2 Ways)
So how do you get someone's attention in an email?
How do you start the dang thing?
I break this down into 2 categories: Professional and Marketing.
1. Professional (Internal)
This means you're emailing someone within your organization. It will be easier to get attention and a response, because they're probably familiar with you.
If you're writing a Professional Email, here are 3 effective ways to start (most formal to least formal):
“[NAME],”
“Hi [NAME],”
“Hey [NAME],”
(Obviously, change [NAME] to whatever their name is.)
If you were expecting something more complicated, I'm sorry. But I'm also kind of not sorry. I'll tell you why.
Good writing is simple.
So if you're writing an email to someone within your organization, you don't need to reinvent the wheel.
Using their name is likely to get their attention, and adding a "hi" or "hey" can add an element of familiarity.
In general, I'd say don't start with "Dear [NAME]."
It's too formal. This isn't the 1800s, and you're not writing a letter with a quill.
(The one exception is if you're writing a cover letter or applying to a job. In that case, you're safe with a more formal approach.)
2. Marketing (External)
This means you’re emailing someone outside your organization. You might be emailing one person or a list of people (like an email list).
It will be harder to get attention and a response, because they are probably less familiar with you.
Here are 5 Ways to Start a Marketing Email:
1. The same way you’d start a normal professional email
“[NAME],”
“Hi [NAME],”
“Hey [NAME],”
These work if you're reaching out to someone local or someone you're familiar with (even if they're not familiar with you...yet).
They also work if you're sending an email to your email list.
2. In the middle of a story
“So I was walking down the street the other day and…”
This is a great way to start an email to your list.
You're immediately pulling the reader into the action. This is a good way to grab their attention.
I would avoid this type of opener if you're reaching out to someone you want to meet with. It's hard to get right. If that's your situation, go for a simpler approach.
3. With a hook
“Let’s admit it…”
Again, this is a great way to start an email to your email list.
Like starting in the middle of a story, starting with a hook immediately pulls your reader in. That's exactly what you want your opener to do.
4. With a question
“Hey are you looking for XYZ?”
This type of opener immediately involves your reader in the email.
They're engaged from the get-go. Here's a pro tip:
Make your question simple. And make sure the answer will be "yes."
This accomplishes two things:
First, it makes it nearly impossible not to read the first line of your email. That means you will pull your reader in immediately.
Second, it gets your reader nodding his head and agreeing with you. This will make him more likely to continue reading.
5. With a promise
“Got an interesting thing to share with you today…”
Like starting with a "yes" question, starting with a promise makes your reader want to continue.
But make sure it's a promise your reader actually wants.
Don't tell a single mother you'll show her a way to double her stress overnight...
She's got enough, thank you.
Instead, tell her you have something to share with her that could drop her stress level by 57% overnight.
You get the idea.
Marketing is showing people you can help them get what they want.
That's what you're doing here.
How to Finish Your Email (A Quick Crash-Course)
This article is about how to start an email, not finish it, so I won’t go into too much detail.
(If you are looking to learn how to write a good email, check out my free ebook, This is how you write a good email.)
But if I didn't give you at least a few tips on how to finish your email, I'd be a jerk.
And I like to think I'm not a jerk. So here we are.
Here are 3 Steps to Finishing Your Email
1. Keep it simple.
Make sure someone can quickly and easily read your email.
"Simple" doesn't always mean "short," though. Provide all the relevant information, but do so in a way that lets your reader skim.
A good question to ask yourself is:
“Could this be confusing in ANY way?”
If the answer is "yes," simplify it or explain it. Your reader should not have to squint to read your email. And they shouldn't have to stop and think about what you're saying.
(This is especially true with a marketing email, as there is no expectation for someone to read or respond to it.)
2. Clearly state the next step.
This is where the foundational work from the beginning of the article comes in.
What do you want someone to do after reading your email?
After you've said what you want to say...
Tell your reader what the next step is.
"Click here to see my portfolio."
"Just send me a quick reply and let me know what you think."
"Click here if you want to learn more."
Pro Tip: Ideally, this should be a SINGLE thing (especially if you're writing a marketing email).
If you have multiple requests, break them up into different paragraphs.
Basically...
Don’t ask for someone to respond to a question, send you a link, and call you at 2PM in the same paragraph. Instead, do something like:
"I'd love it if you could help me with these 3 things:
1. Will you be in the office tomorrow? Just reply and let me know.
2. Can you send me the link to the article you mentioned yesterday? Not urgent. Sometime today would be great.
3. I'm worried about the XYZ account. Can you call me at 2PM to talk about it?"
3. Get out of there
After you've told your reader the next step, you're done!
End the email with a sign off and a signature. Something like:
"Thanks,
[YOUR NAME]"
Don't overcomplicate it.
The 2 Most Important Things to Remember When Starting an Email
It's all about simplicity and clarity.
If you keep those two things in mind and use the tactics in this post, you're on the right track.
And if you want to learn more about how to write a good email, check out my free ebook: