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How to Write a Good Email

How to Write a Good Email

How to Write a Good Email

Check our resources for the Making Connection resource for an example email

First steps

  • Think about what email address to use
    • Don’t use your school email as you do not have full control over its functionality and access
    • Make sure whatever you use for email you will check or receive notifications when an email comes in
    • Your email address may be your first impression, make it good
    • Have others look at your email address without telling them what it is for and ask what it says
    • Remember – most email addresses will appear all lower case
  • Don’t use colors and background images in your emails – keep them black and white

Email Fundamentals

  • Subject line
    • Your other possible first impression, make it clear
    • Summarize your email in less than ten words for the subject line
    • Think of what you would want a news story highlighting your project to use as a title
      • Can we meet to discuss your organization’s use of plastic – Girl Scout Gold Award Project
      • Article for your newsletter from my Girl Scout Gold Award project
      • How does your organization educate about recycling – Girl Scout Gold Award project
  • First sentence
    • Your first sentence should describe your ask.
    • Sometimes you will have a longer sentence from your subject line with more specifics
    • Your connections are busy, let them know what you are looking for before filling them with a lot of information.  This will allow them to read the email with an understanding of what you want from them.
    • One asks per email. If you would like more from your same contact, start with your most important ask and build a relationship first.
    • Examples based on the subject lines above:
      • I am working on my Girl Scout Gold Award project regarding plastic in our oceans and I would like to meet with you to discuss your organizations use of disposable straws.
      • Would you please include the attached article which describes my experiences while working on my Girl Scout Gold Award repurposing a community playground in your next newsletter?  
      • My Girl Scout Gold Award project is related to educating my community about recycling and I would like to learn how your organization is providing this education.
  • Paragraph two:
    • If this is someone you have met in real life, you may want to remind your recipient of that meeting in your second paragraph.  
    • If you haven’t met, explain why you are reaching out to them.  One or two sentences, keep it short.
  • Balance of email
    • For supporting information, use bullets and plenty of white space.  
    • Only one thought per paragraph so it is clear the intent of the paragraph
    • This is where you describe your project in more detail (your elevator speech) and provide more details about what you are specifically looking for from your connection.
  • Your last paragraph is your call to action.
    • This is where you finalize your ask with a specific action you would like them to take.
      • It is best if you initiate the next action, but let your reader know what you expect from them and when you will follow up.
      • Make sure to give them enough time to receive and consider your email, but not enough time to forget about it.  Generally, about 3 or 4 days.
    • Examples for the above samples:
      • I will call next Monday to schedule an appointment for us to discuss this further.
      • I will call next Monday to answer any questions and discuss my article and when you can include it in your newsletter.
      • I will call next Monday to schedule a time to discuss how you are educating your community.
  • Include a closing statement,
    • Thank you for your time
    • Sincerely
    • Your name (first name, last initial is fine if you do not want to share your entire name),
    • Girl Scout
    • Troop number or your council’s reference name for an individually registered Girl Scout – use words, not letters.
      • Juliette
      • Individually Registered Member
      • Individually Registered Girl
  • Proofread!  Proofread!
    • Tip – read your email backward
    • Have someone else read your email
    • If you are going to use most of the email for multiple people, will it need to be edited for each person?  If so, create a template and highlight those pieces so you make sure to change them every time

Check our resources for the Making Connection resource for an example email > https://preview.mailerlite.com/k7t0x1

Next week: Presenting your project