Email Writing Tips
Write professional emails that get read, understood, and replied to. Then use RewriteMate to proofread, adjust tone, and polish every message before you hit send — directly from your keyboard.
AI keyboard for iOS and macOS. Free to try.
The Structure of a Great Email
Subject Line
Make it specific and actionable. Bad: Meeting. Good: Project Update — Q3 Review on Thursday at 2pm.
Greeting
Use the recipient's name. Hi Sarah is better than To Whom It May Concern.
Opening Line
State your purpose in the first sentence. I'm writing to follow up on our conversation about...
Body
Keep it short. One topic per paragraph. Use bullet points for multiple items.
Call to Action
Tell the reader exactly what you need and by when. Please review the attached proposal and share your feedback by Friday.
Sign-Off
Match your sign-off to your relationship. Best regards for formal, Thanks for casual, Cheers for familiar.
Email Tone by Scenario
Client Update
Tone: Professional and warm
I wanted to share a quick update on your project. We are on track for the Friday deadline.
Team Message
Tone: Friendly and direct
Quick heads up — the deployment is scheduled for 3pm today. Let me know if you have questions.
Follow-Up
Tone: Polite and helpful
I wanted to check in on my previous email. Happy to hop on a call if that is easier.
Cold Outreach
Tone: Respectful and brief
I came across your work on [topic] and wanted to introduce myself.
Common Email Mistakes
Too long
Respect your reader's time. If your email is more than five sentences, consider whether a call would be better.
No clear ask
Every email should have one clear action the reader needs to take. If you aren't sure what it is, keep drafting.
Wrong tone
A message that works for your team may feel too casual for a client. When in doubt, lean professional.
Typos and errors
Proofread before you send. A single typo can undermine your credibility.
Write Better Emails with AI
RewriteMate proofreads, adjusts tone, and rewrites emails directly inside Mail, Gmail, Outlook, or any app — without switching screens.
Download RewriteMate FreeFrequently Asked Questions
How long should a professional email be?▾
Keep it as short as possible while including all necessary information. Ideally 3-5 sentences. If you need more, consider attaching a document or scheduling a call.
How do I write a cold email that gets replies?▾
Keep it brief, personalize the first line, state your value clearly, and end with a low-friction ask. Under 100 words performs best.
Can RewriteMate help me write emails?▾
Yes. RewriteMate works inside your email app on iPhone and Mac. Select text, choose a command — proofread, change tone, shorten, or quick reply — and the AI improves it instantly.
Is RewriteMate free?▾
Yes. RewriteMate has a free tier with powerful commands including proofreading, tone adjustment, and paraphrasing. Upgrade to Pro for unlimited use.
