60 effective words you should be using in every email

Emails have become a way of life.

Chances are you don’t go through a day, let alone an hour of your day, without sending one. Whether it’s work-related, school-related, or just an email to your BFF, watch what you say.

Why?

Think about how you read an email. Do you take it at face value, or do you read into it? If you’re anything like me, you read it into it.

But how do you know what they meant? If you want to avoid your emails coming across as rude, inaccurate, or just not right, use these words in your communications.

Welcoming greeting

Start your email off on the right foot. Decide who your audience is and how formal the email should be. Are you addressing professionals or your BFF? That will determine how you start your email. 

Here are a few examples, Hi, Hey, Howdy, Greetings, etc. These are all good when you’re emailing a friend or relative. There’s nothing formal about it, but you don’t need it to be.

If your email is more on the formal side, say to a potential employer, insurance company, or company, use more formal words such as Dear or To Whom It May Concern.

Feel out your audience before choosing your greeting.

An informative body

The body is the ‘meat’ of your email. This is where you ask for what you want, make your statement, or show your email’s purpose.

If you’re requesting information, try:

  • I would appreciate it if….
  • Could you possibly….
  • This is a friendly reminder to….
  • Is it possible….

If you need clarification or don’t understand something, try:

  • Regarding XYZ, could you please clarify what you meant…
  • I didn’t understand what you said on such and such date, could you please explain…
  • Thanks for the update; this is what I took from it; did I understand correctly….

If you’re providing praise, expressing gratitude, or wishing good luck, try:

  • Thank you for XYZ; here’s what it did….
  • I just heard congratulations are in order….
  • Good luck with XYZ, I know you’ll do great….

A sincere closing

Even if you’re sending an email to your mom or BFF, always finish it off with a closing. This gives more clarification on what you meant in your email and tells them the next step. Should they follow up, is this the end of the conversation, etc.?

If you need the reader to take another step, say ‘I would appreciate hearing back from you in X days’ or ‘I appreciate your attention to this matter, please follow up.’

If you want the conversation to continue, ‘I look forward to hearing from you’ or ‘Let’s chat again next week.’

If you aren’t sure if they need anything else, but you want to leave it open-ended, try ‘Let me know what else you need’ or ‘Call me with any questions.

Other words you should include in your emails

In addition to the above, always include the following words. They’ll get you a lot further:

  • Please
  • Thank you
  • You/your
  • Appreciate
  • Kindly
  • Can you
  • Based on my experience
  • Nice catch

Work on your email etiquette, starting with your family and friends. It’s a skill you’ll need, whether you work or not.

Emails are a part of life, and the last thing you want is for someone to misconstrue your thoughts just because you used the wrong words.