The art of e-mail writing

Tariro Manamike

I have often wondered if company executives ever invest time in training their teams on how to write effective emails.

Not just emails, but good emails—those that are clear, concise and, most importantly, purposeful.

Because let me tell you, I have received emails so long that they could pass as chapters from a novel. Paragraphs upon paragraphs, meandering through vague points, riddled with corporate jargon, and ending without a clear call to action. I have sat staring at my screen thinking, “What exactly do they want me to do with this information?”

And let us not forget the emails that start with a formal “Dear Team” and end five scrolls later with an abrupt “Best Regards.” Somewhere in the middle, the message gets lost in translation.

The Anatomy of a Good Email

Here is the thing: an email is not just a digital letter; it is a tool for action. Whether it is a question, an update, or a directive, every email should answer three key questions:

1.What is the purpose of this email?

2.What do I need from the recipient?

3.What is the next step?

If your email does not address these points, you have essentially pressed Send on a productivity grenade.

Let’s Keep It Simple

Subject Line: Make it specific and actionable. No one wants to open an email titled “Update”—Update on what?

Opening Line: Get to the point. Do not make the recipient dig for the purpose of your email.

Body: Stick to one main idea per paragraph. Use bullet points if necessary.

Closing: Be clear about the next steps. If you want a response, say so. If it is just an FYI, make that clear too.

Why This Matters

Poorly written emails are not just annoying—they are costly. They waste time, create misunderstandings, and, let us be honest, they make the sender look unprofessional.

Executives and team leads, if you are reading this, consider adding ‘Email Writing 101’ to your next training schedule. Trust me, it is worth the investment.

As for the rest of us, before you hit Send on your next email, pause and ask yourself: “If I were the recipient, would I understand this?”

If the answer is no, well, back to the draft folder you go.

Resources to Level Up Your Email Game:

Grammarly: For grammar and clarity checks.

Harvard Business Review — How to Write Better Emails.

Google’s Guide to Professional Email Writing.

Because a little effort in crafting a great email goes a long way in keeping everyone sane—and inboxes manageable.

Tariro Manamike is a dynamic media and public relations expert with over a decade of experience in broadcast journalism and strategic communication. Driven by a passion for human-centered design and impactful business communication, she understands the power of storytelling in enhancing the bottom line. Connect with Tariro directly at [email protected].