Crafting a Clear and Compelling Email Body

Forget about the subject line – your email’s body has the meaty main course!
But far too often, senders butcher the email body – leaving recipients hungry for more.

This article explores the anatomy of an effective email body so you can master this critical element. You’ll learn proven strategies to craft irresistible messages that get opened, read, and acted on.

Let’s dish on how to serve up mouth-watering email body copy that leaves everyone wanting seconds!

Page Contents

Understanding the Email Body

The email body is the meat and potatoes of your message. It’s where you get to explain yourself, tell your story, and share the nitty-gritty details. Without a strong email body, your message might leave recipients hungry for more information.
Let’s break down the anatomy of an effective email body so you can master this critical part of email composition.

What is the Email Body?

The body of an email comes after the subject line and greeting. It is the main content of your message and contains the bulk of the information you want to convey.

Typically, the email body is made up of 3-5 paragraphs or bullet points. It explains the purpose for your email and provides all the relevant details that the recipient needs to know.

For example, if you’re emailing someone to request a meeting, the body should clearly state what the meeting is about and why you want to connect.

If you’re following up on an inquiry, use the body to address the question or concern raised previously.

The body gives you the space to elaborate, so take advantage of it!

Where Does the Email Body Go?

The body text comes after you’ve written a clear subject line and greeting.

Here is the basic structure of an email:

  • Subject Line
  • Greeting (Hi [name], Dear [name], etc.)
  • Email Body
  • Closing (Best, Thank you, etc.)
  • Email Signature

After greeting the recipient by name, press Enter twice to create a space between the greeting and body text.

This extra space makes your email more visually organized and easier to read.

Key Parts of an Effective Email Body

A strong email body typically includes the following elements:

Introduction

  • Briefly state who you are if the recipient doesn’t know you.
  • Establish context by referring to any previous conversations or interactions.
  • Get straight to the point about why you are contacting them.

Details

  • Elaborate on the background of your request or reason for writing.
  • Provide essential information like dates, locations, timeline, etc.
  • Give enough detail for the recipient to fully understand the “what” and “why” behind your email.

Call-To-Action

  • Clearly explain what you want the recipient to do.
  • Use language like “Please let me know if you can meet on Tuesday at 2 PM” or “Could you please review the attached proposal?”
  • Make any requested action easy to identify and fulfill.

Contact Information

  • Share your phone number, email address, or other contact details.
  • Make it easy for the recipient to follow up with you.
  • Providing multiple channels for contacting makes a response more likely.

Appreciation

  • Thank the recipient for their time and consideration.
  • If appropriate, express appreciation for past help or refer to your existing positive relationship.
  • Politeness and gratitude go a long way!

How to Format Email Body Text

Proper formatting makes your email body easy to read and digest. Here are some key guidelines:

Use line spacing between paragraphs

  • Press “Enter” twice between paragraphs to create visual white space.
  • Avoid large blocks of text with no spacing.
  • Separating ideas visually improves scanability.

Bold main points

  • Use bold font for key words, phrases, or action items.
  • This draws the reader’s eye to important details.
  • But don’t overdo it, or the text will lose readability.

Organize with bullet points or numbered lists

  • Break long sections into short bullet points.
  • Numbered lists are great for step-by-step instructions.
  • Lists help frame information cleanly and efficiently.

Embed relevant visuals

  • Insert images, infographics, or screenshots to illustrate concepts.
  • Charts and graphs can summarize data clearly.
  • But don’t let visuals distract from the main text.

Include hyperlinks

  • Link to web pages or documents for more details.
  • Allow recipients to access related materials easily.
  • Remind recipients to enable images so links appear.

Add a signature

Email Body Length

Aim to keep your email body concise, generally 3-5 paragraphs at most. Avoid giant walls of text.

Email bodies have an ideal length of 50-100 words for short messages, or 150-300 words for more detail. Anything longer risks the recipient losing interest.

If you have a lot of ground to cover, break the body into digestible sections with headers. Summarize key points up front, then elaborate below.

The goal is to be brief yet compelling. Find the balance between providing too much or too little detail.

With a focused, well-structured email body, you can convey your message loud and clear. Just remember – quality over quantity!

Writing Effective Email Body Content

Crafting a compelling email body is an art. You need to grab attention, provide useful information, and inspire action, all while respecting your recipient’s time.
This section will explore tips for writing email body content that gets results. Let’s dive in!

Greeting: Introduce Yourself and State Your Purpose

Don’t launch right into business. Begin your email body with a proper greeting to build rapport.

If the recipient doesn’t know you, briefly introduce yourself and provide some warm context. For example:

“Hi Matt,

My name is Sarah and I work with ACME Marketing. We are fans of the work you did for Company X rebranding their social media presence last year.”

Or if you have an existing relationship:

“Hi Lisa,

I hope you’ve been well! It was great meeting you at last month’s industry conference in Chicago.”

After a friendly opening, explain the purpose of your email clearly and concisely.

Get to the point within 1-2 sentences. Don’t make them guess why you are contacting them.

Explain Key Details and Make Your Main Point

Now that you have introduced yourself and stated why you are reaching out, elaborate on the details.

Expand on any background information the recipient needs to fully understand your message:

  • Provide context from previous discussions or interactions.
  • Share specifics like dates, names, locations, etc.
  • If requesting something, explain why you are asking.

This is also where you make your main request or key ask clear. For example:

“As we discussed, I would like to schedule a 30 minute call to demo our new analytics platform and get your feedback on how it could benefit your marketing initiatives next quarter.”

Make sure to clearly explain any requested action so your main point comes across. Don’t leave things open to interpretation.

Use Clear, Concise Language

Write like a human, not a robot. Use simple language that is warm and easy to understand.

  • Avoid complex jargon and corporate buzzwords when possible.
  • Speak plainly and conversationally while still being professional.
  • Put yourself in the recipient’s shoes. Don’t make them work too hard.

Be concise and get to the point quickly. Trim any unnecessary fat.

  • Cut out needless words that don’t add value.
  • Pare content down to the essential information.
  • Respect the recipient’s busy schedule.

Being clear and concise takes effort, but it’s worth it. Recipients will appreciate your brevity.

Match the Appropriate Tone and Formality

Before drafting your email body, consider your relationship with the recipient. This will dictate the appropriate tone.

  • Use a formal tone for cold outreach or business relationships. “Dear Ms. Smith”
  • Aim for a casual tone with clients or friends. “Hey Bob!”

Also match the recipient’s language for optimal rapport:

  • Mirror their level of formality. Don’t use a first name if they address you formally.
  • Respond in kind to emotional tones. Match their enthusiasm or concern.

Finding the right balance of professionalism and personality builds connections. Don’t be afraid to show some warmth.

Include Next Steps and Contact Information

Close your email body by clearly stating any next steps you want the recipient to take.

Give them specific direction on how to move forward:

  • “Please let me know by the end of next week if you would like our team to handle this project.”
  • “If you have any other questions, feel free to reach out to me directly.”

Also include multiple ways for them to contact you:

  • Provide your phone number, email address, and availability.
  • The more options you give, the more likely you are to get a response!

Finally, thank them sincerely for their time and attention. A little courtesy goes a long way.

Sample Email Bodies for Common Scenarios

Let’s look at some examples of effective email body text in different contexts:

Cold Sales Outreach

Subject: ACME Analytics – Free Demo for Company X

Hi Matt,

My name is Sarah and I handle business development for ACME Analytics. We’ve helped companies like Company X, Company Y, and Company Z gain data-driven insights to inform their marketing strategies.

After seeing the success you drove for Company X’s social media presence last year, I think our analytics platform could take them to the next level.

I’d love to schedule a free 30-minute demo to showcase our dashboard’s capabilities. Are you available for a quick call sometime next week?

Looking forward to chatting soon!

Sarah

Key Takeaways:

  • Introduction establishes common ground
  • Main ask is for a demo appointment
  • Name dropping builds credibility
  • Closing provides easy next steps

Job Application

Subject: Application for ACME Marketing Coordinator Role

Dear Hiring Manager,

I hope this email finds you well. My name is James Smith, and I am extremely interested in joining ACME Marketing as a Coordinator.

As someone with 3+ years of digital marketing experience, including social media management, email campaigns, and leveraging Google Analytics for data-driven decisions, I believe I have the right background for this role.

Attached please find my resume highlighting my expertise. I am confident I would thrive supporting your marketing team initiatives at ACME.

Please let me know if you would like to schedule a phone call to discuss further how I could contribute to ACME’s growth and success. I am available any weekday afternoon.

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

Regards,
James Smith

Key Takeaways:

  • Quickly establishes interest and qualifications
  • Provides resume and specifics about experience
  • Closing invites next steps and contact

Customer Service Response

Subject: Re: ACME Order #12345 – Damaged Item Replacement

Dear Jamie,

Thank you for bringing this issue to our attention! I sincerely apologize that you received a damaged product.

Based on the photo you shared, I have requested a replacement item to be overnight shipped at no cost to you. Please let me know if it does not arrive by Friday.

Additionally, we are providing a 25% discount code for your next order from ACME as compensation for this inconvenience. Your code is: THANKYOU25

I appreciate you giving us the opportunity to promptly correct this situation. Please reach out directly if I can be of any further assistance. We value you as a loyal customer.

Best regards,
Sarah

Key Takeaways:

  • Expresses empathy and apology
  • Provides timeline and details on replacement
  • Offers discount code for positive gesture
  • Closes politely with offer for additional help

Meeting Request

Subject: Catching Up Next Week?

Hi Mark,

I hope you’ve been doing well! It’s been too long since we connected face-to-face.

I’ll be in your neighborhood next Tuesday and would love to take you out to lunch and catch up. There are a few initiatives I wanted to get your advice on, including our plans to expand internationally next year.

Let me know if you have availability Tuesday afternoon or Wednesday. Looking forward to reconnecting in person!

Best,
Sarah

Key Takeaways:

  • Warm greeting referencing relationship
  • Main ask is for a lunch meeting
  • Highlights desire for their advice
  • Provides flexible date options

These examples illustrate how an email body should quickly establish purpose, provide key details, and close with clear next steps.

Adapt these tips and samples for your own outreach to create emails that get reads…and results!

Email Body Writing Tools and Templates

Writing effective email copy takes practice. If you need a little help, there are great tools out there with pre-designed templates.

Here are some options to kickstart your email bodies:

  • Mixmax: Browser extension for Gmail that suggests templates based on the first line you type.
  • HubSpot: Free library of email template examples by type and industry.
  • CoSchedule: Email copy generator with adjustable sections and over 50 category templates.
  • Streak: CRM for Gmail that includes hundreds of customizable email templates.
  • Salesforce: Library of proven, ready-to-send email templates for sales teams.
  • Reply: Mobile app that analyzes your existing emails to generate smart response templates.

Leverage the ideas and samples from tools like these, then customize the messaging to fit your personal style and recipients.

Over time, you’ll develop a sense for what works best and be able to craft engaging email copy with ease. But templates can provide an excellent head start on the path to email mastery.

Email Body Writing Tips for Mobile

Much of today’s email happens on the go via mobile. But typing long, complex email bodies on a tiny phone screen isn’t fun.

Here are tips for better mobile email writing:

Keep paragraphs short

  • Paragraphs over 2-3 sentences get difficult to read on a small screen.
  • Break longer blocks into shorter chunks.

Use bullet points

  • Lists help organize information cleanly.
  • They also allow readers to skim and absorb details fast.

Get to the point quickly

  • Avoid excessive formalities and chit chat.
  • Don’t bury the lead, especially on mobile.

Proofread carefully

  • Phones are more prone to typos, missing words, autocorrect errors.
  • Double check sentences and polish before sending.

Test on different devices

  • Emails should display properly on both iOS and Android.
  • Adjust formatting if lines run together or images don’t load.

Sure, you can bang out urgent emails in a pinch from your phone. But for important messages, it pays to draft them beforehand on a computer for ideal quality and polish.

Common Email Body Mistakes to Avoid

Even experienced professionals make email faux pas. Don’t doom your outreach with these common pitfalls:

Sending long blocks of dense text

  • Giant walls of text are overwhelming on any device.
  • Break it into concise paragraphs, lists, and sections.

Forgetting critical details

  • Don’t make the recipient work to understand your request.
  • Include dates, names, backgrounds – whatever they need.

Using confusing jargon and acronyms

  • Write in plain language anyone can grasp.
  • Spell out acronyms on first reference.

Stiff, overly formal tone

  • Inject some warmth and personality when appropriate.
  • Don’t come across like a robot.

Typos, grammar errors, unclear writing

  • Sloppy mistakes undermine your credibility.
  • Proofread before sending!

Generic outreach copy-and-pasted

  • Personalize for each recipient and situation.
  • Show you put thought into contact them specifically.

Forgetting the call to action

  • Don’t make them guess next steps. Tell them clearly.

With attention to detail and strategic communication, your email body will convey competence and care.

Formatting Your Email Body

A well-formatted email body is like a beautifully presented meal—it whets the appetite and invites the recipient to dig in.
With the right formatting, your email will be irresistibly delicious. But careless, messy presentation can leave a bad taste.

This section explores tips for optimally formatting your email body to boost engagement. Let’s get cooking!

Use Line Spacing Between Paragraphs

Don’t serve up dense blocks of text. Add breathing room between paragraphs to aid digestion.

After completing a paragraph, press “Enter” or “Return” twice on your keyboard to create a blank line.

This extra space makes text less daunting to read. It lets eyes pause and reset between ideas.

Aim for 2-5 sentences per paragraph. More than that becomes hard to consume in one visual gulp.

Take advantage of spacing, sizing, and alignment to direct focus. Treat the body like a webpage or document.

Highlight Key Points with Bolding

Use bold strategically like seasoning to make important details pop. But don’t overdo it.

Reserve bold font for critical words, phrases, or action items you want to emphasize, like:

  • Deadlines
  • Requests or instructions
  • Next steps
  • Contact information

For example:

Please review the attached proposal and let me know by Friday at noon if you approve the new pricing structure for the Adams account. You can reach me anytime at 555-123-4567.

The bolding draws the eye to the essential info. Like salt, enhance flavor in moderation.

Organize Details in Lists

Transform lengthy paragraphs into scannable bite-sized bits using bullet points and numbered lists.

  • Use bullets for non-sequential info: key takeaways, product features, qualifications, etc.
  1. Reserve numbered lists for chronological steps or rankings:
  • Step 1
  • Step 2
  • Step 3

Breaking details into short fragmented pieces makes them easier to absorb, especially on mobile.

Lists also add visualinterest to walls of dense text. Serve your email body “tapas style” for the best response.

Embed Images, Charts, and Screenshots

A picture is worth a thousand words. Illustrate complex ideas visually when possible.

Some great examples:

  • Product photos
  • Infographics communicating data
  • Flowcharts demonstrating processes
  • Screenshots showing software features
  • Location maps for events or meetings

Images help simplify and reinforce your points. But use them thoughtfully:

  • Explain images and ensure text provides context.
  • Size appropriately – too large may distort formatting.
  • Remind recipients to enable images to ensure visibility.

When used with care, visuals add necessary flavor. But don’t let them overwhelm the main meal.

Include Hyperlinks to Additional Resources

Expand the value you provide by linking to related materials:

  • Link to webpages or company sites for more context.
  • Reference past emails or attachments if relevant.
  • Connect PDFs, images, or other documents stored online.

Enable recipients to seamlessly access supplementary info. Meet their appetite for learning.

Pro Tip: After inserting a hyperlink, right click it and select “Open Hyperlink” to ensure it works properly before sending.

Close with a Professional Email Signature

A signature is the perfect subtle seasoning to finish off your email body.

It displays your contact information and closes the message neatly.

Keep it simple with:

  • Your name
  • Job title/company
  • Phone number
  • Email address
  • Website/social media links

Having multiple contact channels within reach makes you more accessible.

Consistency also builds familiarity. Design your signature to reinforce branding across emails.

Section Your Email Body Like a Multi-Course Meal

Recipes with dozens of ingredients are daunting. The same goes for dense email bodies.

Divide longer content into digestible sections with headers:

Introduction

Briefly state purpose and set the scene.

Key Details

Expand on relevant background the recipient needs.

Proposal

Explain the specifics of your request or suggestion.

Next Steps

Close with clear contact info and directions to respond.

Section headers act like menu courses, allowing readers to easily navigate long emails.

They also facilitate skimming for busy recipients short on time.

Choose Readable Fonts and Sizes

Don’t serve eye-straining text that’s hard to chew. Default to common sans-serif fonts like Arial or Helvetica in sizes 10-12pt for maximum clarity.

Avoid cursive, display, and hands-writing fonts that hinder legibility.

Use different sizes and weights (bold vs normal) to distinguish headers from body text.

Poor font choices will sour your recipients faster than curdled milk. Pick wisely to whet appetites.

Strategic Use of Color and Highlighting

Use color and text highlighting judiciously as a garnish.

Subtly mark key points or text you want to “pop” for the reader. But don’t go overboard.

For example:

I recommend we highlight our 100% satisfaction guarantee in the footer of all marketing emails to build trust.

The sparing use of color demonstrates professionalism, unlike neon food dye. Treat it as an occasional treat, not the entire meal.

Choose Readable Line Length

Paragraphs over 5-6 lines long cause eye strain on many displays.

Keep it short by breaking content into multiple paragraphs and bullet points.

Line length contributes to reading comfort and comprehension. Don’t force feed marathon widths.

Right Aligned or Justified Text?

Alignment changes text visual flow. Stick to left or right aligned.

Left aligned keeps a clean, traditional edge:

Here is some left aligned text. The left edge remains neatly vertical and easy to follow.

Right aligned creates a jagged left edge but straight right side:

   Here is right aligned text. The right side stays straight.

Justified is not recommended as it creates uneven spacing:

Here is justified text. Lots of odd gaps in the line length make it less legible.

Stick to left or right alignment for optimal readability.

Lists, Quotes, and Text Breaks

Visual formatting like lists and blockquotes also direct reader attention:

Bullet list

  • Breaks up density
  • Highlights key points
  • Improves scannability

Block quote with attribution

– Sarah, Marketing Manager

Text breaks create extra white space between ideas. Give eyes a rest!

Accentuate your content without overpowering it. Let formatting shine like garnish, not take center stage.

Image Sizing and Placement

With images, balance aesthetics and function.

  • Don’t attach giant files that bloat email size.
  • Compress images to reduce file size when possible.
  • Resize appropriately so images fit without overflow or distortion.

Also place images thoughtfully:

  • Images left aligned usually look best for western languages.
  • Avoid floating images in the middle as they interrupt flow.
  • Make sure any text wraps neatly around off-center images.

Images should supplement the meal, not overwhelm the plate like an excessive garnish.

Enable Recipients to View Images

By default, many email clients block images to reduce vulnerabilities and spam.

Gently remind recipients to enable image viewing if your message relies on them:

Please enable images to see the chart detailing our new pricing structure.

This ensures important visuals display properly. Extend the olive branch politely.

Links: Inline, Buttons, or Text?

Links come in several cooking styles:

Inline links blend into body text discretely.

Our full report can be accessed here.

Buttons stand out for important CTAs.

Download Report

Text links use text instead of URLs.

Download the full report

Choose link types based on prominence you want to convey visually.

Email Attachment Best Practices

Attachments need proper preparation too:

  • Explain what you are attaching and why near the top of the email. Don’t just include random surprise files.
  • Double check you attached the right files before sending!
  • Only include attachments recipients truly need to avoid inbox clutter.
  • For large attachments, upload to a server and provide the link instead of attaching the file directly.

Attachments require thoughtful incorporation just like ingredients. Handle with care!

Mobile Responsiveness

Will your email layout work on a tiny phone screen? Test it:

  • Overflowing text due to narrow screens creates poor reading experience.
  • Images, fonts, and links should resize and function properly.
  • Buttons must be easy to press without zooming.

Deliver an optimal mobile dining experience too. Test across devices before formally serving.

Email Accessibility

An inclusive email body accommodates all dietary preferences.

  • Use sufficient color contrast for visual impairments.
  • Add alternate text describing any images for screen readers.
  • Ensure logical heading hierarchy and focus order for keyboard navigation.
  • Support assistive technologies like voice control, captions, and text to speech.

With inclusive design, your content satisfies every appetite!

Avoid Common Email Body Presentation Pitfalls

Even celebrity chefs mess up plating sometimes. Sidestep these snafus:

Walls of Text

Dense paragraphs extending the full email width strain the eyes, on any device.

Misaligned Images

Awkward image placement interrupts reading flow and makes text hard to follow when it wraps unevenly.

Broken Links

Recipients grow frustrated if links fail to work properly and they hit dead ends. Always test before sending.

Tiny Fonts

Itty bitty fonts, however stylish, drain readability, especially on mobile.

Overcrowded Emails

Cluttered emails that try to cram in too many design elements feel chaotic. Prioritize only essential ingredients.

“Hidden” Content

Don’t make recipients dig for your main message or CTAs. Burying key details destroys the dining experience.

With thoughtful presentation choices, you can craft enticing emails that captivate your audience and compel response.

Apply these lessons on email body design to whip up irresistible messages every time. Bon appétit!

Optimizing Email Body for Mobile

Email opened on mobile now exceeds desktop in many demographics. With busy on-the-go users yielding smaller screens, how can you optimize email bodies for mobile-friendly consumption?
This section shares tactics for crafting excellent email content even on miniature displays.

Use Short, Scannable Paragraphs

Paragraph length that works on a computer can become arduous on a phone. Break content into smaller chunks.

  • Limit paragraphs to 2-3 sentences at most. Verbose blocks become laborious.
  • Use line breaks between ideas to give eyes rest.
  • List key details in bullet points rather than stuffed sentences.

Succinct bites keep mobile users engaged as they dart between emails on crowded screens.

Lead with the Main Request or Question

Smaller displays and fractured attention make clearly leading with your central ask critical on mobile.

Don’t bury the lede paragraphs deep after long-winded preambles. Come out swinging with your most crucial information right up top.

If you want recipients to schedule a call, ask in the first 1-2 sentences before elaborating. Help them quickly grasp why you are contacting them.

Use Short, Direct Sentences

Conversational tone still applies on mobile, but sentence economy becomes even more important.

  • Avoid lengthy, meandering sentences requiring concentration to unpack.
  • Opt for short, direct phrasing that’s easy to absorb mid-transit or while multi-tasking.
  • Favor simple words over verbose language when possible.

Streamlined sentences make content scannable, reducing the cognitive load.

Embrace Bullet Points

Bullet points shine on mobile by segmenting ideas into fragmented morsels ideal for hurried reading.

Lists help call attention to noteworthy items and make skimming a breeze. Use them liberally to supplement paragraphs.

For example:

Key highlights:

  • Q2 revenue up 15% year-over-year
  • Site traffic increased 30%
  • New buyer conversion rate improved 25%

Bullet points power mobile friendliness. Pepper them throughout your email body.

Use Document Previews

For important documents like reports, statements, or proposals, don’t force mobile users to download attachments and juggle apps.

Instead, take screenshots of key pages and embed them right in your email body to display critical visuals. For example:

Attached please find the Q4 Financial Report. Key takeaways:

[Insert preview screenshot]

This allows mobile users to quickly glean key insights without disruptive effort.

Leverage Expandable Sections

Lengthy emails can be tedious on small screens. Use expandable sections to collapse and hide content until users choose to reveal it.

For example:

Q4 Regional Sales Data

[Click to Expand]

This technique focuses attention on key points upfront, while still providing access to deeper details on demand.

Ensure Images and CTAs Are Mobile-Friendly

Any visuals or calls-to-action must display and function easily on mobile:

  • Test images to ensure proper sizing for small screens.
  • Use large, tappable buttons for emails intended primarily for mobile users.
  • Confirm hyperlinks are easy to click without zooming and finger fatigue.

Frustration from non-functional elements defeats great content. Verify mobile clarity.

Use AMP or Dynamic Serving

For mass outreach, leverage Accelerated Mobile Pages (AMP) or responsive dynamic serving to optimize email rendering across devices.

These technologies automatically resize and reflow content for ideal mobile experience.

Rather than building separate mobile and desktop emails, responsive serving adjusts a single email to each screen size.

Proofread Meticulously

Phones invite typos, formatting issues, and autocorrect errors uniquely. Triple check subject lines and body text before sending from mobile.

Recruit a second pair of eyes to proofread and flag any fixes needed. Don’t let rushed mobile drafting undermine great content with sloppy preventable mistakes.

In summary, compact paragraphs, purposeful visuals, and simplified language allow busy mobile users to efficiently digest email bodies on the go.

Follow these strategies to craft superb mobile email experiences for audiences everywhere.

Avoiding Common Email Body Mistakes

Even brilliant chefs experience culinary catastrophes. In the same vein, well-intentioned senders routinely sabotage email success with body text blunders.
This section highlights common pitfalls to sidestep so your messages inspire action instead of deletion. Learn what sinks engagement so you can stay afloat.

Don’t Overwhelm with Massive Walls of Text

A giant block of sentences spanning the entire email body overloads recipients, making them less likely to read thoroughly or respond.

Dense paragraphs without visual relief trigger email fatigue quickly. Give readers oxygen:

  • Break content into digestible sections using headers and spacing between paragraphs.
  • Limit paragraphs to 3-5 concise sentences covering one main idea.
  • Use bullet points to fragment long lists into scannable morsels.

Brevity is the soul of effective email body design. Verbosity repels, while concision draws interest. Less is more.

Never Forget Critical Details

Providing insufficient background context or specifics confuses recipients, delaying response. Before hitting send, double check you included:

  • All relevant dates, times, locations.
  • Names of key people involved.
  • Meeting agenda items if requesting a meeting.
  • Next steps you want the recipient to take.

Don’t make recipients work by forcing them to follow up just to understand basic details. Include all the necessary “who, when, where” information upfront.

Avoid Confusing Jargon and Unclear Language

Using esoteric technical terms or abbreviations without explaining them loses readers unfamiliar with your niche. Define any jargon:

Our HRIS (Human Resource Information System) migration begins next quarter.

Also avoid ambiguous phrases that breed misinterpretation. Strive for crystal clarity by reading from the recipient’s perspective.

Using recipient-centered language prevents ineffective emails grounded in your own thought bubble rather than tailored writing.

Maintain Professional Tone

Typos, lack of punctuation, improper capitalization, and poor grammar suggest carelessness, disrespect, or incompetence—not great first impressions.

Writing quality reflects personal brand. Sloppy mistakes signal sloppiness. Protect your reputation by proofreading before hitting send.

An email riddled with errors reads like a menu full of misspelled dishes. Make excellence your hallmark.

Don’t Commit These Common Writing Blunders

Beyond overall conceptual pitfalls, watch for these specific writing mistakes that erode professionalism:

  • Wrong email addresses – Triple check the “To” field before sending sensitive content.
  • Spelling errors – Proofread closely and leverage tools like Grammarly to catch typos.
  • Missing words or characters – Reading aloud can catch omitted text that autocorrect hides.
  • “Their” vs. “They’re” vs. “There” – Master common homophones that spellcheck overlooks.
  • Incorrect capitalization – Avoid unnecessary ALL CAPS which feel like shouting.
  • Overuse of exclamation points – Use sparingly for occasional emphasis rather than at the end of every sentence!!
  • Run-on sentences without punctuation – Shorter sentences with proper punctuation improve clarity.

Solid writing maximizes professionalism. Take time to polish prose and avoid undermining great ideas with sloppy syntax and grammar.

Don’t Forget the Call to Action

After thoroughly explaining a request or proposal, inattentive senders neglect to clearly specify their desired next step for the recipient. But you need to close the loop!

Explicitly guide recipients on how to respond to prevent stalling momentum. Include a specific CTA:

  • “Please let me know by Friday if you would like us to proceed with Option A or Option B.”
  • “If you have any other questions, feel free to reach me directly at 555-123-4567.”

Spoon-feed action steps rather than relying on implicit assumptions. Make fulfilling your request seamless.

Beware Overusing Templates

Email templates provide useful starting points. But haphazardly blasting generic outreach neglects personalization.

Recipients recognize cookie cutter content instantly, intrinsically doubting your sincerity and relevance to them specifically.

Tailor templated text with unique details demonstrating customized value for each recipient. Personalized relevance drives responses.

Even slightly tweaked, one-size-fits-all email bodies tank engagement and relationship building. Treat people as individuals, not faceless targets.

The finest dining experiences come from meticulous preparation using time-honored fundamentals blended with personal flair. Likewise, diligently avoid these email body pitfalls to craft messages that satisfy and compel outcomes.

Bon appétit!

Sample Email Bodies

Seeing email body examples in action illustrates proper formatting, length, and tone.
This section contains sample emails for various common scenarios to inspire your own writing. Analyze these templates to level up your outreach.

Cold Sales Outreach Email

Subject:Setting Up a Quick Demo for ACME’s Analytics Platform

Hi Matt,

My name is Sarah and I’m on the business development team at ACME Analytics. We’ve helped companies like Company X, Company Y, and Company Z gain data-driven insights to expand their digital presence.

After seeing the huge growth your marketing strategies drove for Company X last year, I think ACME’s analytics and reporting tools could help take Company Z’s online presence to the next level. Specifically, our platform provides:

  • Real-time campaign performance monitoring
  • Automated reporting and alerts
  • Custom visual dashboards
  • User behavior analytics
  • API integrations with CRM and sales systems

I’d love to schedule a quick 30 minute demo to showcase our platform’s capabilities. Are you available for a call sometime late next week?

Looking forward to speaking soon to discuss how ACME can support Company Z’s growth goals. Please let me know what works best for your schedule.

Thanks,
Sarah

Key Takeaways

  • Greeting establishes professional context
  • Clearly explains benefits of product
  • Direct call-to-action for demo
  • Closes politely with next steps

Job Application Email

Subject: John Smith Applying for ACME Marketing Coordinator Role

Dear Hiring Manager,

I hope this email finds you well. Please accept my enthusiastic application for the Marketing Coordinator role at ACME Company.

As an experienced marketing generalist with over 5 years in the industry, I believe I have the right blend of skills and passion for this position. As my attached resume outlines, my expertise includes:

  • Email and social media campaign creation and analytics
  • SEO strategy and securing backlinks
  • Google Ads PPC campaign management
  • Tracking KPIs and reporting performance data
  • Building positive relationships with vendors and partners
  • Staying up-to-date on cutting-edge marketing technology

I am excited by the opportunity to bring these skills to support ACME’s marketing efforts during a period of rapid growth. Please let me know if you would like to schedule a call to discuss my background further. I am happy to answer any questions.

Thank you for your consideration. I look forward to hearing from you.

Sincerely,
John Smith

Key Takeaways

  • Opens by introducing himself and role sought
  • Provides concise overview of relevant qualifications
  • Closes with appreciation and invitation for interview

Customer Service Response Email

Subject: Re: ACME Order #12345 Support – Damaged Shipment Replacement

Hi Jamie,

Thank you for contacting us about the damage to item XYZ in your recent order. I sincerely apologize for this issue with your delivery.

Based on the photo you provided, I have submitted a replacement order for item XYZ to be rush shipped at no additional cost. You should receive a tracking number from our logistics team within the next 24 hours once it ships out.

Please let me know if you don’t receive the new tracking number or if you have any other problems with the replacement shipment. I’m here to help resolve this to your satisfaction.

Additionally, we have added a 25% off coupon to your ACME account for your next purchase as an apology for the inconvenience. Feel free to use this discount code anytime for your next order.

Thank you again for your patience and for giving us the chance to promptly correct this issue. Please reach back out directly if I can be of any further assistance. We value you as a customer.

Regards,
Sarah

Key Takeaways:

  • Opens with appreciation and apology
  • Provides details and timeline on replacement item
  • Adds discount code with instructions for use
  • Closes politely offering further help

Meeting Request Email

Subject: Following Up on ACME Partnership Opportunities

Hi Mark,

I hope you’ve been well! It was great chatting at last month’s trade show about potential partnership opportunities between ACME Company and your organization.

I wanted to follow up because I know you mentioned needing to expand vendor relationships in Q3 to support increased demand forecasts. I think ACME could be a valuable fulfillment partner given our nationwide logistics network and inventory availability.

If you have time next week, I’d love to take you out to lunch, discuss requirements for onboarding new vendors, and see if there’s a good fit for us to work together. Please let me know what days tend to work best on your end. I’m flexible to accommodate your schedule.

Looking forward to continuing the conversation!

Regards,
Sarah

Key Takeaways:

  • Warm greeting referencing previous interaction
  • Reminds them of a need they expressed
  • Suggests meeting to continue partnership discussion
  • Closes by offering to work around their schedule

Thank You/Follow-Up Email

Subject: Thank You for Referring the Murphy Account!

Hi Amanda,

I just wanted to send you a quick note to say thank you for connecting me with the Murphy account. I really appreciate you referring them to me.

John and I just wrapped up our kickoff call and I think it’s going to be a great partnership. I understand their goals and needs clearly now, and feel confident my team can execute a marketing campaign that will drive strong ROI for them.

Referrals from colleagues like you mean the world to me. Please let me know if there’s ever anything I can do in return – I’m always happy to help however I can.

Gratefully,
Sarah

Key Takeaways:

  • Opening expresses gratitude for the referral
  • Provides a brief update on progress so far
  • Offers reciprocal help in the future
  • Closes warmly emphasizing appreciation

Study these examples for email body length, formatting, clarity, and relationship-based tone when drafting your own outreach.

Adapt these templates to match your specific professional context while upholding principles of quality writing. Compelling email copy that converts comes with practice using fundamental techniques.

Email Tools to Improve Email Bodies

Composing excellent email body copy involves both art and science. While mastering writing fundamentals takes practice, supporting tools can also boost email effectiveness.
Let’s explore popular apps, extensions, and analytics for leveling up email outreach.

Mobile Apps for Drafting and Templates

Email is increasingly written on the go via phones. Mobile apps help with drafting and templates:

Spark – Android and iOS app featuring customizable templates, scheduling, and team inbox features.

Float – Mobile-first email editor with tracking, templates, and collaboration tools.

Mailshake – iOS and Android cold email app with stats, sequences, and templates.

Salesforce IQ – Email and calendar app with templates, sync, and CRM integration.

Reply – Generates smart response templates by analyzing your sent email data.

Mobile apps enable creating pro emails easily from anywhere. Streamline your process.

Browser Extensions for Proofreading

Typos and grammar errors scream “unprofessional.” Browser extensions help perfect prose:

Grammarly – The gold standard for spelling, grammar, punctuation, and style correction.

Hemingway Editor – Highlights complex sentences and offers simplification suggestions.

Ginger – Advanced grammar checker, rephrase tool, and text reader.

LanguageTool – Open source proofreading extension supporting 20+ languages.

ClearText – Removes formatting to display plain text for easy proofreading.

Don’t let small mistakes undermine great ideas. Use extensions to polish writing.

Email Tracking for Engagement Analytics

Understanding email performance accelerates improvement. Use tracking to gauge impact:

Mixmax – See opens, clicks, replies, and location within Gmail.

Mailtrack – Chrome extension tracks opens, links, location, and replies.

EmailAnalytics – Tracks opens, clicks, unsubscribes, spam complaints and more.

GetNotify – Tracks opens, link clicks, attachments, replies, and social shares.

MailerLite – Affordable tracking via inbox placement, opens, clicks, and platform data.

Analytics transforms guesswork into actionable data. Optimize outreach with insights.

Tools for Building Better Email Lists

Targeting the right recipients is key. List-building tools maintain current contacts:

Clearbit (Chrome) – Reveals recipient job titles, tech used, intent data, and more.

**Hunter (Chrome) – **Finds email addresses and background intel on prospects.

Voila Norbert – Web app finds email addresses and social profiles from names.

Anymail Finder – Bulk search for professional email addresses by domain and role.

Snovio – Finds and verifies email addresses for outreach at scale.

Quality personalization starts with fresh, verified contact data.

Email Templates to Get Started Quickly

Pre-designed email templates provide useful starting points for drafting your own content:

HubSpot – Free customizable templates for various contexts.

CoSchedule – Collection of good templates for leads, sales, and promotions.

Salesforce – Large library of proven templates for outreach scenarios.

Streak – Hundreds of templates integrated with Gmail-based CRM features.

Baller Mail – Templates and swipe copy tailored specifically for cold outreach.

Let templates give you structural ideas, then customize wording to match your brand voice.

The right tools help optimize everything from writing to research to analytics. Try out different options to determine which solutions best support your email success and productivity.

With the fundamentals mastered and technology on your side, compelling email bodies become second nature.

Key Takeaways for Crafting a Clear and Compelling Email Body

  • The email body is the primary content section where you make your main point after the subject line and greeting.
  • Effective email body content quickly establishes context, provides relevant details, makes a clear call-to-action, shares contact information, and uses an appropriate tone.
  • Use line spacing, lists, bolding, images, headers and other formatting to make your email body scannable and visually organized.
  • Concise, personalized emails with a professional tone get the best results. Avoid dense blocks of text.
  • Mobile-optimized email body content uses short paragraphs, prominent calls-to-action, and simplified formatting.
  • Avoid common pitfalls like overly formal language, missing details, and poor proofreading.
  • Research recipients beforehand and tailor content to their needs and interests for optimal relevance.
  • Follow up politely if you don’t receive a reply within 3-5 business days. Proactive circle backs get results.
  • Take advantage of mobile drafting apps, proofreading extensions, email templates and analytics tools to keep improving.
  • Study email body examples and best practices, then adapt them for your particular outreach goals and audience.

With a well-crafted email body tailored to your recipients, your messages will get opened, read, and acted on more consistently.

Here are some frequently asked questions about email bodies:

Frequently Asked Questions

What is the ideal length for an email body?
Aim for email bodies between 50-300 words. Anything longer than 3-5 paragraphs often loses reader attention. Be concise.

How should I structure paragraphs and sentences?

Use line spacing between 3-5 short paragraphs. Craft sentences around 15-20 words long for optimal readability.

What tone and words should I use?

Match the recipient’s level of formality but maintain a professional tone. Use natural language suited to your relationship.

Can I include images and formatting?

Yes, use relevant images, lists, bolding, headers, etc. thoughtfully to enhance visual flow and scannability.

Should I customize content for mobile readers?

Absolutely. Short paragraphs, simplified formatting, and prominent calls-to-action improve mobile engagement.

What are some common email body pitfalls?

Avoid dense text, confusing jargon, lack of details, poor proofreading, and generic outreach copy-and-pasted to many recipients. Personalize each email.

How can I boost response rates?

Research recipients beforehand to tailor content specifically to them. Follow up politely if no reply within 3-5 business days.

What tools can help me create better email bodies?

Leverage mobile drafting apps, proofreading extensions, customizable templates, contact research tools, and email analytics.

Where can I find email body examples to model?

Study sample email bodies for various contexts like sales outreach, job applications, service responses, meeting requests, and follow-ups.

With thoughtful formatting, strategic writing, and personalization, you can craft email bodies that engage audiences and get results.