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Understanding and optimising the 5 important parts of an email

With over 3.1 billion emails despatched out each second, it’s truthful to say email has turn out to be an important communication channel in our each day lives. With the sheer quantity of emails going out each day, firms must set themselves aside from the competitors. That means crafting an intriguing email is extremely important for any type of email advertising marketing campaign.

The manner you employ the varied parts of your email can affect the effectiveness of your marketing campaign. Your supply charges, open charges, and click-through charges can all be affected by the messages you ship. So whilst you may need crafted an attention-grabbing topic line, it gained’t be sufficient to transform your viewers. Each half of the email has a job to play and will in the end resolve whether or not the reader clicks on the name to motion (CTA) or not.

So, how are you going to design an interesting and extremely participating email? At EmailOctopus, we all know all about efficient email writing. It all comes all the way down to optimising the totally different parts of the email. Let’s take a better look into what these parts are and how they are often optimised.  

What are the 5 parts of an email?

Emails could be damaged into 5 main parts: the sender, topic line, salutations, physique, and CTA. These items make up 99% of emails and present an optimum format for participating with purchasers and optimising conversions.

So what does every half entail?

Sender (From)

The “from” tag reveals the sender’s email deal with. Everyone notices this half of an email because it’s often the very first thing they see once they undergo their email inbox. Because the “from” tag is such a helpful house in your recipient’s inbox, it is best to ensure it matches your organization title. 

The title that reveals up needs to be who your receiver signed as much as hear from once they joined your email listing. This makes it easy sufficient to determine the sender of an email and helps keep away from unintentional deletion.

Subject line

The topic line is maybe the most significant half of an email. It’s often the fundamental issue figuring out whether or not your message will get learn. If you employ a spammy tagline, the receiver’s Email Service Provider (ESP) may ship your email on to the spam folder. Using a string of characters like forex indicators can even have the identical impact.

Your topic line needs to be correct and informative, and it ought to entice the reader to wish to be taught extra about what your email is saying. Thus, it is best to attempt to incite a sense of curiosity out of your reader whereas remaining truthful. The recipient will lose belief in you in case your email has no reference to the topic line you used.

Examples of nice topic traces embody:

Note that these topics are quick and to the level, however not too quick. They additionally leverage shortage ways since they’re all limited-time affords. Check out our article on learn how to write participating topic traces for extra data.


Another half of the email that comes with the topic line is the pre-header. It acts as a companion to the topic line and is your email’s preliminary line of textual content. The pre-header is often included after the topic line in sure email suppliers, reminiscent of Gmail or cellphones, so the reader could collect some extra data earlier than studying the fundamental email.

If used correctly, pre-headers could be a good way to get your readers’ consideration. It’s finest to write down one thing that expands on the topic line and explains the email’s objective to the recipient.


The tone of your email physique is established at the opening. The reader is forming an opinion about you and what you want from them based mostly on the first few traces. These first traces can even decide whether or not or not they may proceed studying. They would possibly get a unfavorable impression should you seem overly formal or impersonal. On the different hand, you additionally gained’t wish to seem unprofessional, as that may flip individuals off too. 

Start by greeting them by title if you realize the recipient’s title. If you don’t, as a substitute of “To whom it may concern,” say “Hi.” The former is stuffy and formal. You must create relationships in enterprise, so being pleasant but skilled is all the time a sensible technique.

Below is a good instance of a personalised greeting that begins the interplay off proper: 


Email physique

Now it’s time to get all the way down to the enterprise finish of your email: the physique. First off, it’s important to make sure that your message all the time offers worth to your reader. Educate them about your model, give them a reduction, or preserve them updated on new items and providers. Ensure that the data is evident, exact, and related to your readers, no matter your objective is.

You also needs to dedicate your self to sustaining a top quality normal in your emails. This will set your emails aside from numerous others swimming in your readers’ inboxes. Your email physique ought to have content material your subscribers will wish to learn constantly. You need your customers to anticipate receiving your emails. Every email needs to be error-free. You don’t wish to lose belief by sending an email full of misspellings and grammatical errors.

Long, rambling emails are a temper killer for everybody, particularly for individuals who obtain dozens, if not a whole lot, of unsolicited emails on daily basis. Even if the receiver opens your email, seeing a page-long essay will doubtless trigger them to shut it. Nobody has the time to examine your life in an email. 

This email is fast and to the level – no rambling right here: 

Keep your email communications as quick and candy as doable and convey data in a mode that’s simple to know. The purpose of your writing needs to be apparent, and it is best to specific it in a manner that may have interaction the reader.

You also needs to diversify the type of email content material you ship. You can’t ship solely promotional emails to your subscribers’ inboxes. You’ll drive customers away should you attempt to promote too aggressively. 

Let your emails include a various selection of content material. Diversity could be one of the strongest weapons in your emailing arsenal. You may alternate between product suggestions, model updates, or an organization publication.

To preserve their subscribers engaged, Nomad Cooks makes use of EmailOctopus to ship out weekly newsletters, together with chef profiles, feast suggestions, and kitchen gadget suggestions. This numerous content material retains prospects conscious of their model and helps them keep high of thoughts.

Call to motion

Every email’s objective is to steer recipients to take some type of motion. A robust name to motion makes it simple for the reader to do what you need, whether or not you need them to finish an on-line survey or make a purchase order.

Before writing your email, it is best to all the time ask your self what you need your readers to do. You ought to add a “Buy Now” button in the email should you want them to purchase. If you need subscribers to take part in a survey, connect a hyperlink that directs the readers to the survey.

In the beneath email, there is no such thing as a rambling earlier than the name to motion. It is evident that the email is asking subscribers to participate in a survey:

The most important factor to recollect when crafting a name to motion is that your messaging needs to be apparent. It should be crystal clear. A clickable button is one of the best strategies to generate a transparent name to motion.

Keep your name to motion now not than 5 phrases. You wish to have one thing simple, with none fancy verbiage. You need subscribers to take motion instantly, not in just a few days. 

To get your customers going, use lively language. “Try our new service now” or “Buy now” are nice examples of lively language you should use. To create a way of urgency, give them a trigger to take motion straight away. Put a time restriction on promotions, for instance, so consumers haven’t any purpose to attend. 

Here is a good instance:

Take a take a look at our different sources for extra recommendations on learn how to optimise and personalise your name to motion.

Assembling the varied parts of your email

Now, let’s take a second to assessment an instance of an entire email.

Note the following:

  • The Sender. This email is from DigitalOcean. As you may see, the “from” tag matches the firm’s title, which is who the recipient would count on to listen to from once they signed up.
  • The Tagline. The topic line aligns with the content material of the email. It is evident and concise.
  • The Content. The physique of the email is evident—they get straight to the level.
  • The Call to Action. The name to motion right here is temporary, easy, and, once more—clear!

Every half of an email has a selected function. When making a marketing campaign, preserve the look and really feel constant. You also needs to give subscribers the choice to opt-in or out of future messages. Your email’s construction also needs to improve your model’s picture and be recognisable to your receivers. These 5 examples can present a good suggestion of what an optimum publication ought to appear to be.

It’s important to know the varied parts of an email and how they have an effect on your advertising actions. All your emails ought to keep on with the above type. While the physique content material could change, retaining the relaxation of the parts constant may also help to construct model identification. It may additionally elevate click-through charges. Check out our article on email advertising for extra recommendations on learn how to improve click-through charges.

EmailOctopus helps put all these email parts collectively simply with our user-friendly email builder. You can create wonderful emails with all the essential parts arrange appropriately in minutes with our software. Optimise your emails to get the finest conversion charges and flip extra readers into consumers.

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