So here’s the deal: writing is kind of my big/main hobby. But even though I love crafting poems and playing with metaphors, sometimes the most stressful kind of writing is the everyday stuff. Emails. Cover letters. Thank-you notes. That weird blur of casual-but-still-professional communication that no one really teaches you how to do (at least in my experience. Maybe your parents really did you a solid and helped you out here).

Hence: this new blog series. I’m calling it “Everyday Writing Tips”. Today’s topic is email writing. Yaknow, “How to Sound Like a Functioning Adult Without Using “thank you” 47 Times in an Email.”

These posts are for anyone who’s ever stared at a blank screen thinking, “How do I start this? Am I being too awkward? Too formal? Do I need to say ‘hope you’re doing well’ or has that too over the top??”

Like I mentioned, we’re starting off with how to write an email. It’s something we all do, but somehow still overthink. I’ll break down a basic email structure, give you some go-to phrases (and a few to maybe retire), and help you send that message with a little more confidence and a little less spiraling and overthinking.

Let’s get into it and move along…

The Anatomy of a Non-Awkward Email

1. Subject Line:
Make it clear. Make it useful. Think “Question about Thursday’s Meeting” or “Follow-Up on Resume Submission” not “Hi!” or “Quick Thing :)” (vague and unhelpful) (unless you’re emailing your best friend or your mom or something).

2. The Opening Line:
Ah yes, the dreaded start (often the hardest part). If you’re unsure, “Hi [Name],” is a safe bet. Or a quaint little “Good afternoon [Person]”
Depending on the vibe, you can go:

• Professional: “I hope this message finds you well.”
• Casual: “Hope you’re having a good week so far!”
• Direct (but not cold): “I wanted to reach out about…”

If you’re overusing “just,” take this as your sign to delete it. You probably don’t just want to ask them something, you want to ask them something. Be bold.

3. The Body:
Get to the point, kindly. If you’re making a request, say it clearly. If you’re giving info, organize it so it’s easy to skim. Don’t bury your important info. Use short paragraphs and bullet points if needed.

Example:
“I’m reaching out to confirm a few details for Thursday’s meeting:

• Time
• Location
• Any materials you’d like me to bring”

Clear, kind, human. Boom, you’re done! Great job! Sound the applause! Now you can stop feeling like you’re going to throw up with professional anxiety.

4. The Closing:
Don’t overthink it. A few go-to sign-offs:

• “Best” (simple and safe)
• “Thanks” (if you’re asking for something)
• “Take care” (friendly)
• “Talk soon” (casual but not too casual)
• My go-to is a simple “Kind regards”

And unless you’re a scammer, phisher, or hacker, please sign your name.

A Few Bonus Tips

• Tone check: Read it out loud. If it sounds like you’re a robot or someone who’s about to cry, you might want to tweak it.
• Be concise: Respect people’s time. Say what you need to say, and let them get back to their inbox abyss. Chances are they have a lot to weed through on this fine Monday morning.

K, I think that’s it??

But to conclude…The goal isn’t to be perfect. It’s to be clear, respectful, and gracious. But, that’s it for Email 101. Feel free to drop any suggestions below for this series. ‘Til then, happy emailing.