ArtsAutosBooksBusinessEducationEntertainmentFamilyFashionFoodGamesGenderHealthHolidaysHomeHubPagesPersonal FinancePetsPoliticsReligionSportsTechnologyTravel

10 Email Writing Tips for Beginners in a Workplace

Updated on January 9, 2021
varunsd profile image

Mr. Varun is a freelancer working as a passionate Marketing and Communications Specialist. He has a keen interest in current affairs.


Emails as Tool to Communicate Effectively

Email writing is an essential tool to succeed in a workplace especially for beginners. Effective email communication will help an individual to emulate the job position and stand-out of the crowd in a professional manner. For beginners in a workplace, email writing is fun but one should realize that email communication is an otherwise professional tool to gauge your ability to communicate effectively within a team. Hence beginners should adopt smart ways to use the emails effectively in the workplace.

There are other tools that also communicate with its employees in an organization. Some of them include chat messengers, survey/feedback forms, intranet portal, messaging forums, town hall meetings, etc. Emails, however, act as a tool to bridge the gap between the organization and employees while delivering the communication i.e. the message effectively. Organizations track the usage of email actions to assess the employee's response and gather feedback. Hence one should be attentive while handling emails in a workplace and never consider it as a low priority task.


Tips for Beginners to Handle Emails Effectively

The article discusses some of the best tips to handle emails effectively in a workplace for beginners.

  1. Read Every Email- An organization sends emails to disseminate its goals and objectives in a timely manner to keep its employees abreast of the updates. Hence it is very important to read every email received. Often emails are also sent by top-level executives to disseminate information across all the categories of the workforce and hence emails help one to know the business and leadership in a formal way.
  2. Emails Are Monitored- All your actions on emails are thoroughly monitored. Advanced IT infrastructure has helped the organizations to track the actions of emails sent the employees. Some of the features include open rate, click rate, read receipts, and delivery receipts. These features are also used to gather feedback and opinions through survey forms sent through emails.

  3. Respond Sensibly- It is always tempting to respond immediately without reading the email completely. As otherwise, one will end up jeopardizing the effective communication strategy otherwise necessary while responding. It is thus essential to read the email carefully and then reply to the email only when necessary.

  4. Use of Carbon Copy (Cc) feature- Carbon Copy as a feature enables many participants in an email discussion to stay abreast of developments especially in a team or a workgroup. Hence it is advisable to use the Cc option judiciously while otherwise repeated instances of Cc on the same subject line may be avoided. As a best practice, Cc is extensively used to keep the line managers or supervisors in the loop while delivery in any project.

  5. Short Subject Line- Keep the subject line short to gain attention. An attractive and catchy subject line always leads to successful click and open rate metrics. Do not write a lengthy subject line that will otherwise take away the main objective of communicating effectively in an email.

  6. Flag 'Important' Status Judiciously- Many organizations flag emails with a 'High Importance' status to attract immediate attention and action on the subject line. As a beginner use the 'important' flag judiciously only for relevant emails that require immediate or urgent attention.

  7. Respect Privacy- Always respect the privacy of your subordinates or co-workers. Do not read emails intended to your peers or subordinates as it may result in demonstrating unprofessional behavior, especially when you are a beginner.

  8. Attachments- Always check your organization's IT security policies related to sending attachments. Sometimes attachments in an email are ignored for want of time to read and thus it is necessary to use the attachments in a smart way.

  9. Avoid Forwarding Chain Emails- Workplace demands one to maintain professionalism and respect. Hence unlike personal emails, avoid forwarding of chain emails which will otherwise lead to losing identity in a team/workgroup.

  10. Share Best Practices- Email is the best tool for you to engage and motivate your team. Emails can be used to communicate and share some of the best practices in your area of specialization. Thus sharing a best practice will earn an accolade for yourself as a key-value developer within the team and helps you to gain an identity in the organization.



Emails are the best tools to build one's image for beginners especially in the workplace. Using emails effectively as a tool to communicate with the team, workgroup, and organization acts as a learning activity on a daily basis. Reading and writing emails and effective handling of email as a tool will help one to grow professionally, gain immensely from the organization's culture, and helps to build networks within an organization.

Also, email as a tool helps one to learn the nuances of time management as it acts as an effective tool to manage your time judiciously in the workplace.

Email Writing Tips

Did you find this article useful and helpful?

See results

This website uses cookies

As a user in the EEA, your approval is needed on a few things. To provide a better website experience, uses cookies (and other similar technologies) and may collect, process, and share personal data. Please choose which areas of our service you consent to our doing so.

For more information on managing or withdrawing consents and how we handle data, visit our Privacy Policy at:

Show Details
HubPages Device IDThis is used to identify particular browsers or devices when the access the service, and is used for security reasons.
LoginThis is necessary to sign in to the HubPages Service.
Google RecaptchaThis is used to prevent bots and spam. (Privacy Policy)
AkismetThis is used to detect comment spam. (Privacy Policy)
HubPages Google AnalyticsThis is used to provide data on traffic to our website, all personally identifyable data is anonymized. (Privacy Policy)
HubPages Traffic PixelThis is used to collect data on traffic to articles and other pages on our site. Unless you are signed in to a HubPages account, all personally identifiable information is anonymized.
Amazon Web ServicesThis is a cloud services platform that we used to host our service. (Privacy Policy)
CloudflareThis is a cloud CDN service that we use to efficiently deliver files required for our service to operate such as javascript, cascading style sheets, images, and videos. (Privacy Policy)
Google Hosted LibrariesJavascript software libraries such as jQuery are loaded at endpoints on the or domains, for performance and efficiency reasons. (Privacy Policy)
Google Custom SearchThis is feature allows you to search the site. (Privacy Policy)
Google MapsSome articles have Google Maps embedded in them. (Privacy Policy)
Google ChartsThis is used to display charts and graphs on articles and the author center. (Privacy Policy)
Google AdSense Host APIThis service allows you to sign up for or associate a Google AdSense account with HubPages, so that you can earn money from ads on your articles. No data is shared unless you engage with this feature. (Privacy Policy)
Google YouTubeSome articles have YouTube videos embedded in them. (Privacy Policy)
VimeoSome articles have Vimeo videos embedded in them. (Privacy Policy)
PaypalThis is used for a registered author who enrolls in the HubPages Earnings program and requests to be paid via PayPal. No data is shared with Paypal unless you engage with this feature. (Privacy Policy)
Facebook LoginYou can use this to streamline signing up for, or signing in to your Hubpages account. No data is shared with Facebook unless you engage with this feature. (Privacy Policy)
MavenThis supports the Maven widget and search functionality. (Privacy Policy)
Google AdSenseThis is an ad network. (Privacy Policy)
Google DoubleClickGoogle provides ad serving technology and runs an ad network. (Privacy Policy)
Index ExchangeThis is an ad network. (Privacy Policy)
SovrnThis is an ad network. (Privacy Policy)
Facebook AdsThis is an ad network. (Privacy Policy)
Amazon Unified Ad MarketplaceThis is an ad network. (Privacy Policy)
AppNexusThis is an ad network. (Privacy Policy)
OpenxThis is an ad network. (Privacy Policy)
Rubicon ProjectThis is an ad network. (Privacy Policy)
TripleLiftThis is an ad network. (Privacy Policy)
Say MediaWe partner with Say Media to deliver ad campaigns on our sites. (Privacy Policy)
Remarketing PixelsWe may use remarketing pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to advertise the HubPages Service to people that have visited our sites.
Conversion Tracking PixelsWe may use conversion tracking pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to identify when an advertisement has successfully resulted in the desired action, such as signing up for the HubPages Service or publishing an article on the HubPages Service.
Author Google AnalyticsThis is used to provide traffic data and reports to the authors of articles on the HubPages Service. (Privacy Policy)
ComscoreComScore is a media measurement and analytics company providing marketing data and analytics to enterprises, media and advertising agencies, and publishers. Non-consent will result in ComScore only processing obfuscated personal data. (Privacy Policy)
Amazon Tracking PixelSome articles display amazon products as part of the Amazon Affiliate program, this pixel provides traffic statistics for those products (Privacy Policy)
ClickscoThis is a data management platform studying reader behavior (Privacy Policy)