9 Steps to Write an Email That Gets a Response

Only 36% of emails are opened, while the rest go unnoticed.

Do you know why it happens?

Because it’s not written well!

If I talk about emails these days, it’s one of the most common ways of communication. 

Assume you're writing an email to a colleague, a potential client, or someone you met at an event. 

It's important to know how to write an email that gets a response. 

Inboxes fill up with emails every day!

But it’s easy for your message to get ignored.

Well! In this article, we’ll break down 9 simple steps to make sure your emails get the attention they deserve.

Why do most emails get ignored?

Ever sent an email and thought why didn't you get a response? 

It’s frustrating, right? 

However, you're not alone!

A lot of emails go unread and there are a few reasons why:

• If the subject line doesn’t clearly show what the email is about, it might get ignored.
• Emails that are too long can be irritating. So, many people skim or don’t read them at all.
• If the recipient doesn’t know what to do after reading your email, they might not take any action.
• Emails that aren’t personalized are less likely to get responses.

How to write an effective email 

Now that you know why emails get ignored, let’s get into how to write one that’ll get you a response!

Here are the basic but most important steps for writing an email:

1. Choose a professional email address

First things first: Your email address matters. 

Let’s suppose you're sending emails from an address like:

• [email protected]
• [email protected]

What do you think? Is it the right approach?

No! People will not take you seriously.

So, use a professional email address. And the preferred one is that with your name.

It’s important!

Like you can see in this example, 

• [email protected] 

It’s clear and professional. 

It shows you're serious about communication. Moreover it helps the recipient trust your message.

2. Create a clear and concise subject line

The subject line is the first thing the recipient sees in their inbox. 

Like you can say that it’s the first impression!

So, it’s your chance to grab their attention. 

Well! A good subject line should be:

• Clear: Write with clear structure and let the person know exactly what your email is about. Don’t make them guess!
• Concise: Keep it short and to the point. Ideally, 6 to 10 words.
• Actionable: If you need a response, make sure that’s clear from the subject line. For example, “Request for Meeting on Friday at 2 PM” tells the person exactly what you need.

Here are some examples of subject lines that work:

• Request for project update
• Looking forward to our meeting tomorrow
• Feedback on marketing proposal needed

A clear subject line helps your email get noticed. It tells the reader what to expect and increases the chances they’ll open and read it.

3. Start with a proper greeting

When it comes to writing professional emails, start with the right greeting.

Therefore, it’s always best to address the person by name. 

Here’s how you can start your email depending on the level of formality:

• Formal: “Dear Mr. Smith” or “Dear Dr. Clover”
• Casual/Informal: “Hi Sarah” or “Hello Danial”

But you should avoid using just “Hey” unless you’re on a very casual level with the person. 

Whereas, a proper greeting shows respect and gives the email a more professional feel.

4. State your purpose clearly

Once you’ve greeted the recipient, get straight to the point. 

In the first few lines, let them know why you’re emailing. Don’t keep them guessing. 

Let’s take and example here:

• I’m reaching out to discuss the upcoming project deadline.
• I wanted to follow up on our last meeting about the marketing strategy.

Write clear sentences to state your purpose at the start. This way, the reader knows why you’re emailing and can quickly decide how to respond.

5. Keep your message focused and brief

People are busy, and they don’t have time to read lengthy emails. 

So, make sure your message is clear and to the point. 

To write an improved and more engaging email, use our AI email writer. This tool makes it easy to generate personalized emails that are clear and get you noticed.

Well! Focus on one main topic. Avoid adding unrelated points.

Here’s how you can keep your email focused:

• Write short paragraphs that cover one point. 
• Avoid unnecessary details that can annoy the reader.
• Summarize your sentences to keep them short and simple.

Ok! Let’s take an example:

• Bad: I hope this email finds you well and that your day is going great. I wanted to ask you about a few things from our meeting last week. I’m especially interested in the marketing plan we discussed. I think it’s a great idea! I’m excited to hear your thoughts on how we can move forward with it.
• Better: I wanted to follow up on the marketing plan we discussed last week. Do you have time to meet this week to finalize the details?

If your email is brief, the recipient can quickly understand what you need. This makes it easier for them to respond faster.

6. Include a clear call to action (CTA)

A call to action (CTA) is an instruction that tells the recipient what you want them to do next. 

It could be setting up a meeting, confirming a date, or responding with feedback.

Here are some examples:

• Please let me know if you’re available for a meeting on Friday.
• Could you confirm if the report is ready for review?
• Please send me the updated file by Thursday.

Having a CTA ensures that the person knows exactly what you’re expecting from them. 

Without it, they might not know how to respond.

7. End with a polite closing

You’ve made your point, now it’s time to wrap things up!

End your email with a gentle closing that strengthens your message. 

Here are some options:

• Thank you for your time and consideration.
• Looking forward to hearing from you.
• I appreciate your help on this matter.

Well! These closings make it easier for the person to respond. 

8. Use a professional signature

Your email signature is like a virtual business card. 

It gives the recipient all the information they need to contact you. It should include:

• Your full name
• Your job title or position
• Your company (if applicable)
• Your phone number (optional)
• Your email address (optional, but helpful)

Ok! Let’s understand this with an example:

Best regards,

Arden Hale

Marketing Manager

XYZ Corporation

Phone: 123-456-7890

So, if you include a professional signature at the end of your email makes it easier for the recipient to contact you. This way, they can quickly reach out if needed.

9. Proofread for accuracy

Before you hit send, take a few minutes to proofread your email. 

Typos, spelling mistakes, and grammatical errors can make you look unprofessional. 

Here you may be worried about how to bypass these errors, right?

Don’t worry! 

Use our online grammar checker to find and correct all the grammar errors, spelling mistakes, and punctuation.

Although you should check these points:

• Ensure your spelling and grammar are correct.
• Check that the names and dates are accurate.
• Confirm that the tone of your email is appropriate.

A quick proofread can save you from sending an email you’ll regret later.

Effective email templates 

Here are three simple email templates to help you get started:

1. Request for a meeting

Subject: Request for meeting to discuss project timeline

Dear [Recipient's name],

I hope you’re doing well. I wanted to reach out to see if you’re available for a quick meeting this week to discuss the project timeline and ensure we’re on track.

Would Thursday or Friday afternoon work for you? Please let me know what time works best.

Thank you for your time, and I look forward to hearing from you.

Best regards,

[Your name]

[Your job title]

[Your company]

2. Follow-up email

Subject: Following up on previous email

Hi [Recipient's name],

I just wanted to follow up on the email I sent last week regarding [insert subject]. I’m wondering if you’ve had a chance to review it and if you need any additional information from me.

Please let me know if you need anything else to move forward.

Thank you!

Best regards,

[Your name]

3. Thank you email

Subject: Thank you for your time

Dear [Recipient's name],

I just wanted to take a moment to thank you for your time during our meeting today. I truly appreciate your insights on [insert subject].

Looking forward to staying in touch and working together soon.

Best,

[Your name]

[Your contact information]

Final remarks

Writing an email that gets a response doesn’t have to be complicated. 

So, follow these 9 simple steps, you’ll be able to write emails that get noticed. 

But your goal is to be respectful, clear, and actionable. 

Keep things short, sweet, and to the point, and you'll see better results from your email communication. Happy emailing!

Frequently asked questions

How do I start writing my email?

Start your email with a friendly greeting, state your purpose clearly, and keep it brief and professional.

How do I introduce myself in an email?

Introduce yourself with your name, position, and reason for contacting. Keep it short to make a good first impression.

What is the email writing format?

An email format includes a greeting, main message, closing remarks, and your name or signature at the end.