How to Write Friendly Emails (Without Sounding Unprofessional!)
Reading Time: ( Word Count: )

Do you struggle to write friendly emails? You’re not alone. Most people have a hard time sounding warm and friendly in their written communication. 

In fact, email is a medium that makes it particularly easy to come across as cold, short, or even rude. And unlike more casual written communication like text messages, emojis can be considered unprofessional in emails, which makes it even harder to show your friendliness!

But don’t worry! We’ve put together 5 tips to help you write friendly emails – and if you use all 5 of them, your next email is sure to be a breath of fresh air for the reader.  


5 tips for writing friendly emails


1. Address the recipient by name


When possible, always begin your emails by addressing the recipient by name. Here are some friendly, yet professional ways to do this:

“Hi, [Name]”

“Hello, [Name]”

“Good morning, [Name]”

Using the recipient’s name is a simple way to make your email sound more personal. Friendly emails are all about being courteous to the recipient, so wouldn’t you want to start things off with a personal greeting?


2. Write like a human


The body of the email is where things usually go wrong. Why? Because people often write in a voice that is way too formal. 

Using overly formal language, unnecessarily big words, or taking way too long to say something are all going to make you seem unapproachable. Some people do this in an attempt to sound more professional, but it actually has the opposite effect. 

Instead, try writing in a cheerful, conversational tone. You know, like you’re actually talking with someone!

Albert Einstein supposedly said (though no one knows where), “If you can’t explain it to a six-year-old, you don’t understand it yourself.” 

The point is that if you can’t communicate something in clear, simple, and easy-to-understand language, then you probably have no business saying it. This is true for written communication like email, too! No one wants to wade through a convoluted email full of jargon.

Fun fact: according to the experts, your goal should be to write at an elementary school level! This is statistically the most accessible and easy-to-read level for the majority of people. 


3. Add a personal touch


One great way to write friendly emails is to include something personal in each one. 

This can look a few different ways: you could mention something from a previous conversation with the person you’re emailing, like, “I hope your trip last weekend was a blast!” Or, if you don’t know the recipient, you could just say something like, “Hope you’re getting to enjoy the beautiful weather this week.” 

However you think to do it, taking the time to add a personal touch to each email will go a long way! You’ll not only sound more friendly, but you’ll also convey care and thoughtfulness for the person you’re emailing. 


4. Proofread


Have you ever sent a thoughtful, well-crafted email, only to receive a response back that is one sentence (or fragment) full of typos, with no greeting? I think we all know what that’s like, and it doesn’t feel good. 

Being careless with your spelling and grammar tells the person you’re emailing, “I don’t care.” This is the last thing you want to communicate to someone! If you’re reading this blog post, it’s because you do care about the people you email and want to be friendly to them. So, proofread!

At the end of your email, look back over what you’ve written and check your spelling, grammar, and punctuation. Not only will this make your emails more professional, but it is also respectful to the person you are writing to. 


5. Use the right sign-off 


End your friendly emails on the right note with a warm sign-off. If friendliness is your goal, you probably want to steer clear of very formal email sign-offs like “Kind regards” or “Sincerely.”

That being said, don’t pick a silly sign-off, either. Unless you’re emailing a close friend, stay away from things like, “Toodles,” or, “Catch you later.” Basically, in a professional setting, don’t ever try one of these sign-offs. Just… no. 

Instead, try something in the middle. A simple, “Have a great day!” or, “Thank you for your work on this!” is friendly, warm, and professional. 


You’re on your way to writing more friendly emails!


Writing friendly emails isn’t complicated – it mostly comes down to writing in the same voice you would use if you were talking in person. (And, of course, proofreading). 

Your email recipients will appreciate you and your message will come across more effectively when you use these tips.

Let us know your favorite email sign-off in the comments!


Lifedge email marketing


Now that you’ve got the personal emails in the bag, let’s talk about marketing emails. 

Email marketing is your most direct line of connection with your clients. It’s the best way to nurture your client relationships and let them know about new developments within your business.

But, it’s time-consuming. And it takes strategy and planning. That’s where we come in!

Lifedge offers email marketing services including copywriting, design, email campaigns, and automated emails. We handle the behind-the-scenes stuff so you can strengthen client relationships and reach new leads, all without lifting a finger. 

Contact us today to get started!

About the Author

Sarah Harder

Sarah Harder

Sarah is one of the copywriters at Lifedge. She lives in Chicago with her husband and daughter and enjoys writing about all things marketing, trying new recipes, and raising her backyard chickens.


Submit a Comment

Your email address will not be published. Required fields are marked *

Are you on our email list?

Sign up today to receive free digital marketing advice, productivity tips, discount alerts, and more!


Related Blog Posts