parts of an email message

2 most essential parts of effective email writing

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You’d agree that when someone emails—regardless of its importance—he/she shouldn’t just write and press ‘send’, right?

Also that he/she must be careful of the important parts of a professional email message. Because those essential parts determine whether the email will get any click?

Importance of email marketing

Email marketing can be an incredibly valuable tool for increasing one’s business’s visibility, generating leads, and driving sales. 

You should be able to write a perfect email to urge people to add their emails to your list and then buy from you.

Here’s the reason why:

According to statistics given by wordstream

  • When commutating for business purposes, 86% majority of business professionals prefer to use emails.
  • 86% B2B marketers say that, in terms os revenue generation, emails were their most effective channel.
  • The third most influential source of information for B2B audiences are emails.

Also Read: Revolutionary effects & benefits of 5G on Digital Marketing:

There’s nothing quite like the feeling of sending your customers emails that actually convert and get them to do what you want them to do!

The email receivers click through from your email, check out what you’re selling, and then buy it — or fill out your lead generation form and convert it into a new lead — or whatever it is you’re trying to get them to do.

Writing a perfect email can be difficult. There are so many variables that come into play when writing an e-mail۔ Especially if it is to motivate others to buy from you.

Any email can never be effective if it lacks 2 vital things. An email’s subject line and body which includes—along with some others which I’ll mention later in this article—word usage and tone, are ingredients without which no email is effective.

If you don’t carefully write any of the above two mentioned parts, if your subject line isn’t catchy enough, or if your tone doesn’t land correctly, it’s better to not email at all. Writing effective emails takes practice.

Why is email marketing important?

The Brian Dean Case:

Brian Dean, the founder of the SEO company Backlinko, is the perfect example of how powerful an email list is for a business.

Backlinko made a huge list of email subscribers. Dean offered his subscribers his online courses worth more than $1000 to his email list and made over 1 million from the sales.

To win customers, write an email that serves the purpose. Just like what Brian Dean did.

You must write an email that is effective enough to persuade people to buy your product or service.

To make sure that emails generate interest and responses from subscribers, everyone needs to be careful of two (2) simple things to write a perfect, formal, and professional email in no time!

An essential part of a professional email message #1 – Email Subject Line

The very first sentence a person receiving your email views is a subject line. This line is the most important in every email. It is essential to write a superb and compelling subject line.


Because, whether the person opens an email (to read your offer) depends on its subject line. The best way to increase an email’s open rate is to write an interesting subject line.

How to write an effective subject line?

No matter what you’re selling, crafting an eye-catching subject line is one of your most important tasks. Here are some tips for writing an attention-grabbing subject line that also invite readers to read on.

  • The best way to learn how to write great subject lines is to study those that already perform well. 
  • Find popular newsletters or other sources of marketing messages, and pay attention to what they do right.
  • Make note of your favorites and test their language on your own list with A/B testing software or just simple split testing. 
  • Improve upon them with each iteration and before long, you’ll have subject lines that get better results than any others out there.

Looking for help?

An effective subject line triples an email’s Open rate

 Use Pulsate’s A/B testing software for simple, low-cost split testing and landing page optimization.

The ABC rule:

I also recommend the ABC rule to write a subject line effective and compelling enough that the reader couldn’t resist opening the email.

It is the rule which leaves no option for the receiver but to open emails.

In the ABC rule, A is for attention, B means a benefit, and C is for curiosity.

A good subject line gathers attention by telling the benefits and makes the receiver curious enough that he/she opens the email.

Try to invoke a sense of urgency and let the reader think that something wrong will happen; that shouldn’t waste any more time, but open the email. Otherwise, they may miss something.

Essential part of a professional email message #2 – the body (Copywriting a great email)

You wrote a good subject line and the receiver happily clicked open the email.

He reads some sentences which might compel him to buy what you try to sell.

It is thus important to write an email copy that will help the reader to happily convert into your customer.

How to write such a copy, you ask!

Follow the TCPARS rule.

The idea behind TCPARS is that you should follow specific rules when writing emails.

What should I say? Try using the TPCARS formula. It’s worked for me so far and I hope it will help you too. This rule will assist you in writing an excellent copy. The reader will happily become your customer after reading that email.

The TCPARS rule is simple. It is an acronym for target, callout, personal connect, authority, and reciprocity.

how to write an email copy
The TCPARS Method of writing an email copy


The very first thing to keep in mind is your target audience. This step is essential for any campaign.

Deciding on a target increases the effectiveness of the email campaign. 

Are you sending emails to professionals? Are the emails sent to mothers of toddlers? What are their ages, occupations, and hobbies? Answer all those questions. Also, include demographic data like their locations, and annual income.

For example, I want to send to “Email Marketers” who are between 20-45 years of age. They are professionals from Pakistan, India, and Bangladesh.

This means that I will have to use words familiar to people of these countries. I will have to promote products which are available in their countries—who will buy products not available in shops, anyway?!. 


This step is also very important!

What is a callout then, in one line, it is the first sentence in the email and it’s used to grab attention?

You need to catch the attention of those you email. Your reader will not click on any link if the email is boring!

To increase click-through rate (CTR) you need to write a perfect callout.

What to write in the callout:

Hook your readers by telling them what they’ll get from the email and offer.

source: h-educate youtube channel

Personal Connect

This simply means that you need to show some emotions!

email personal connect example

With personal connect in your emails, readers can relate to the message. They will think that ‘yes, this guy knows what I’m going through…’

The personal connect will increase the chance of a purchase or a click.


You need to show authority in your email. By authority, I mean you need to show that you know the business and you can help the reader.

Authority shows that the sender is an expert in the field and buying the offer will benefit them. Authority increases the trust of readers, implying that they could confidently take actions (Li and Betts, 2003). 

Research by Corbitt, Thanasanki, and Yi (2003) found that people are more likely to take part in e-commerce (purchase) if they trust e-commerce (in our case, the message).

Source: ScienceDirect

Authority > trust > Sales

Look at this example:

source: h-educate youtube channel


You show the reader that you owe him something. Look at this script Hassan, of h-educate, used in his email, which is a perfect example of reciprocity.

It’s wonderful to give something ‘extra’ something more valuable to the reader. Read this email script Hassan from h-educated prepared.

source: h-educate youtube channel

Social Proof:

This is the last part of the process. Here you will add a social proof of your expertise. For example, you may add a screenshot of your previously published courses, screenshots of enrolled students, their reviews and so on.

All courses offered by h-educate

You can also share screenshots of reviews from people about your offer.
when you are done, email with your email client

The part of an email that you’re most likely to focus on is the subject line. But as important as it is, it’s only one small part of an email message that’s supposed to accomplish something or get some task accomplished. The five most important parts of an email message are the following: [1] opening line, [2] greeting, [3] text body, [4] closing line, and [5] signature block.

First sentence

Think back to your most recent email: Who was it to? What did you write about? Chances are, there are five key components that make up most messages. Let’s take a look at what they are.

If you need help crafting your messages, though, here are five to use as inspiration. Get Started: If you want to make a great first impression and convince people to respond, it’s always good to start with a clear call to action. Think about what action you want them to take (reply or email again) and include that in your subject line.

Also, consider how long you expect it to take for their reply—will they have time right away or will they need a few days? Then, let them know when you’ll be available to follow up if they don’t get back to you right away. First Paragraph: When writing your first paragraph, try to introduce yourself quickly and clearly. Then write a summary of why you’re reaching out and what you hope to accomplish by doing so. This should only be one or two sentences at most; three is pushing it!

Links in the body text

So why is subject line one? Because it’s critical to your success. Studies show that more than half of all email recipients open emails based solely on their subject lines, and 30% won’t even look at your message if it has a low-interest subject line. Don’t have time to craft a perfect subject line? Consider using MailChimp.

Closing statements

Depending on your business model, it’s important to remember that you will eventually want to solicit subscribers for money. The most effective way to do so is through a call-to-action in your email signature, which should link back to your website and a landing page where you’re collecting emails for a gift (like a free report or ebook). Make sure you have these assets ready before sending out any promotional messages.


As a professional writer, I know how important it is to include a signature in every email message you send. A well-crafted signature reinforces your credibility and lets your recipients know that you are who you say you are. (For more details on how to craft a strong email signature, check out How to Write an Email Signature.)

Now that you understand what makes a good email signature, let’s take a look at some examples. Which are good? Which are bad?

You’ll notice that, in these examples, there are two elements common to every signature: a person’s name and their contact information.

Remember, your signature is one of your most important tools for creating personal connections and establishing credibility with your business associates. A well-crafted signature can help you build stronger relationships—and ultimately, help you become more successful in business.

If you would like to learn more about how to craft a great email signature, check out: How to Write an Email

In addition, I’ve written a guide to crafting strong email subject lines. For more information, read: How to Write Subject Lines that Get Responses (Infographic)

Final Words:

When emailing, take care of two essential things. The subject line and the body will decide whether your attempt was effective or was just a useless attempt

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