Emails they’re a staple of modern communication. Whether you’re networking, following up, pitching a product, or requesting information, emails can either open doors or get buried in an inbox abyss.
The problem? Most emails don’t get read. With inboxes overflowing and attention spans shrinking, your email needs to stand out, be clear, and drive action.
So how do you write emails that actually get results whether that’s a response, a meeting, or a sale?
This ultimate guide will walk you through how to write powerful, effective emails that get opened, read, and acted upon.
📩 Why Do Most Emails Fail?
Ever sent an email and heard… nothing?
Here’s why:
❌ Vague subject lines – People won’t open what they don’t understand.
❌ Too long – If it looks like a novel, it won’t get read.
❌ Unclear purpose – If they don’t know what you want, they won’t reply.
❌ Too generic – If it feels like a copy-paste template, it gets ignored.
❌ No follow-up – People get busy; a second email can make all the difference.
💡 Good emails are concise, personalized, and action-driven.
📌 Step-by-Step Guide to Writing Emails That Get Results
Let’s break down how to write, structure, and send emails that get opened and get replies.
✅ Step 1: Craft an Attention-Grabbing Subject Line
Your subject line determines whether your email gets opened or ignored.
🔹 Bad Subject Line Examples:
❌ “Following up” (Too vague)
❌ “Quick question” (Overused, no context)
❌ “URGENT PLEASE READ” (Feels spammy)
🔹 Good Subject Line Examples:
✅ “Idea for improving [specific project or goal]”
✅ “Question about [mutual connection or event]”
✅ “Following up on our conversation about [topic]”
💡 Keep it short, specific, and intriguing!
✍️ Step 2: Nail the Opening Line
The first line determines whether they keep reading or delete your email.
🚫 Avoid:
- “I hope this email finds you well.” (It’s overused!)
- “My name is [your name] and I work for [company].” (They’ll see that in your signature.)
✅ Better Opening Lines:
- “I loved your recent post on [topic] and wanted to connect.”
- “I noticed you’re working on [project], and I have an idea that could help.”
- “We met at [event] and I wanted to follow up on our conversation about [topic].”
💡 Make it about them, not you.
🎯 Step 3: Get to the Point Fast
People are busy. If your email is too long, they won’t read it.
📌 Follow this structure:
✔ Context – Why you’re reaching out.
✔ Value – Why they should care.
✔ Call to Action – What you want them to do.
🔹 Example (Networking Email):
💬 “Hi [Name], I saw your LinkedIn post about [topic], and I really enjoyed your insights. I’m currently working on something similar and would love to hear your thoughts. Would you be open to a quick 15-minute call next week?”
📅 Step 4: Include a Clear Call to Action (CTA)
If you don’t tell them what to do next, they won’t do anything.
🚫 Weak CTAs:
❌ “Let me know what you think.”
❌ “Hope to hear from you soon.”
✅ Strong CTAs:
✔ “Are you available for a quick call on [date/time]?”
✔ “Would you be open to discussing this further? If so, what time works for you?”
✔ “If this sounds interesting, click here to schedule a meeting.”
💡 Be specific and make it easy for them to respond.
🔄 Step 5: Follow Up (If Necessary)
Most people don’t respond to the first email but that doesn’t mean they’re not interested!
📌 Follow-up rule:
✔ Wait 3–5 days before following up.
✔ Keep it short and polite.
✔ Remind them of the original email.
🔹 Example Follow-Up:
💬 “Hi [Name], just checking in to see if you had a chance to review my last email about [topic]. Let me know if you’re interested in connecting!”
💡 Many deals are closed in the follow-up. Don’t skip it!
🚀 Examples of High-Performing Emails
Here are real-world email templates that get results.
📌 1. Networking Email (Reaching Out to Someone New)
Subject Line: Loved your post on [Topic] – Quick Question
💬 Email Body:
“Hi [Name], I came across your post on [topic] and found it really insightful. I especially liked your point about [specific insight].
I’d love to connect and hear more about your work at [company]. Would you be open to a quick virtual coffee chat sometime next week?”*
CTA: Let me know if [Monday at 3 PM] works, or feel free to suggest a time that’s convenient for you.
📌 2. Sales Email (Pitching a Product or Service)
Subject Line: [Name], an idea to help [Company] with [Problem]
💬 Email Body:
“Hi [Name], I noticed that [Company] is working on [specific challenge or goal]. Our team at [Your Company] has helped businesses like [similar companies] solve this by [brief value proposition].
I’d love to share a quick idea that could help. Are you available for a 15-minute call this week?”*
CTA: If interested, you can book a time here: [Insert Calendar Link].
📌 3. Follow-Up Email
Subject Line: Following up on [Previous Email Topic]
💬 Email Body:
“Hi [Name], I wanted to follow up on my last email regarding [topic]. I know things get busy, so I wanted to check if you’re open to discussing this.
Let me know if [new suggested time] works for a quick chat!”*
CTA: Looking forward to your thoughts!
⚡ Pro Tips for Writing Better Emails
✔ Personalize Every Email – Use their name, company, or something relevant to them.
✔ Keep It Short – Stick to 3-5 sentences max.
✔ Use Bullet Points – Makes emails easier to scan.
✔ Avoid Big Blocks of Text – Break content into short paragraphs.
✔ Use a Professional Email Signature – Include your name, role, and LinkedIn link.
🎯 Writing Emails That Get Results
Writing great emails is a skill and like any skill, it gets better with practice.
Remember:
✅ Subject line = Get it opened.
✅ First sentence = Keep them reading.
✅ Body = Make it valuable.
✅ CTA = Drive action.
✅ Follow-up = Seal the deal.
🚀 Master these steps, and you’ll start getting more responses, meetings, and opportunities.
