The 4 Crucial Components of an Email

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Considering there are more than 250 million emails send everyday (2012 email marketing benchmark report) you must make sure that your email is crafted so it will get the receiver to open it and respond to the intent of what you are writing about. Maybe it is a call to action, an update about your website, or simply a “hello” to a friend. No matter what the intent of the email there are 4 crucial components of an email that all entrepreneurs need to focus on when writing a message.

If you receive replies to your emails and notice the click-through-rate is great then this article will just be a reminder. If you can’t get people to respond to your emails and you have no one clicking through then hopefully I can help you direct your focus on the essential parts of a well-crafted email.

The 4 Crucial Components of an Email

The Subject Line is easily the most important part of an email, since it is the first thing the receiver is reading. You literally have fractions of a second to incline the reader to open your email. First rule, in my opinion, is never ever use characters such as $$$ or other spam type taglines because most likely it will be thrown in the spam folder by the firewall. If your email provider does not pick up on it, I can assure you the receiver of the email will.

The best way to craft a subject line is to have it factual and straightforward. Make it so the reader wants to open the email or even better do not let them choose not to open it. Most people open an email because their is a mystery behind the subject line or a response that needs to be delivered back to the sender. As long as the subject is truthful and actually has to do with your email you are golden!

The next crucial component to an email is the Salutation. This component always needs to be crafted differently depending on who is receiving the email. Typically saying “To whom it may concern” is a little over used and seems stuffy and impersonal. So say “Hello Kyle” or ask a questions to get them thinking quickly about the email. This will incline them to continue reading the message to possibly find your view on the question.

After the salutation is the The Stuff in the Middle. This is typically where the purpose of the email is to be placed. In my experience I always try to keep it short and to the point because in most cases people will close the email quick if they see paragraph after paragraph of information, unless it is expected. No one has the time to read through an email that they were hesitant about opening in the first place. So make it informative, clear and concise so your reader will continue to the ending. The middle is a great place to test “call to action” links as well. Split testing will help you figure out where people are clicking through in your emails so you can improve click-through-rate.

The Ending of the email is where you need to have the last call to action. Whether it be a link or a simple “Looking forward to hearing your thoughts”. Typically putting an urgency to it can help as well, otherwise emails get lost on page 2, page 3 or page 224. Always end it will an appropriate ending such as “kind regards” or “talk soon”.

If it is a professional contact or to your email list always add your social media accounts within your signature. Invite them to follow you on those accounts and you will do the same. This way you there is a face to the email and you are a genuine person that you they can relate to.

Til’ next time,


Kyle Nelson

24 Responses to The 4 Crucial Components of an Email

  1. Well said Kyle! Sometimes I truly think we just make things far too complex when more often than note if we stick with the basics we’ll be able to make much better progress. Thanks for the great tips and inspiration.
    Marquita Herald recently posted…How Your Attitude Colors Your View Of The WorldMy Profile

    • Kyle Nelson says:

      Hey Marquita,

      Thanks for the feedback and glad you enjoyed the article. I think keeping it concise and to the point is a great start because sometimes when we go into too much detail we dig ourselves into a hole that is hard to get out of.

  2. Yes to all 4 – the only thing I’d add is to make sure that your links are very descriptive – that they tell people what is going to happen when they click – what they can expect to get or the benefit to them. You’ll get more clicks if you make your calls to action enticing.
    Marty Diamond recently posted…How To Make Your Own Landing Page in GenesisMy Profile

    • Kyle Nelson says:

      Hey Marty,

      I agree making sure that the links are descriptive is key on making sure they click them. Call to actions are imperative when it comes to getting your readers to do what you want and when you have crafted a call to action that works it is a piece of electronic gold :)

  3. Great advice Kyle! I am constantly tweaking my emails. Whether it’s a follow up to a client or an email to my list, it’s important to know what worked and how I can improve upon both my message and the presentation.

    It seems to be a never-ending process! :)
    Rebekah Radice recently posted…7 Creative Ways To Use Pinterest To Cross-Promote Your BusinessMy Profile

    • Kyle Nelson says:

      Hey Rebekah,

      Thanks for your feedback and glad you liked my advice. I agree always messing with emails and split testing is a great way to see what works best and see how people react. It is for sure a never-ending process!

  4. Eldon Beard says:

    Good tips Kyle, email marketing is still very powerful but it takes some thought and preparation to get recipients to actually open and read what you send. Your tips summarize the most important things to focus on.
    Eldon Beard recently posted…HBS 003: Motivation 101 – Getting Fired Up For SuccessMy Profile

    • Kyle Nelson says:

      Hey Eldon,

      Thanks for your feedback i appreciate it. I agree email marketing can be a very powerful way to market to people and these tips a great way to get started to make sure that we have all the necessary information that is needed in each email.

  5. Clare says:

    Thanks for a great post. I find creating attention grabbing subject line the hardest. Cheers

  6. This is short, simple and concise, but it says a lot — just as our emails should be. :) I haven’t really thought of email marketing, because there is a series of emails that are sent out automatically with the system I’m a part of. But there’s plenty of room for me to write my own emails to send out in between times. Thanks for the tips!

    Willena Flewelling recently posted…What Keeps You Going?My Profile

    • Kyle Nelson says:

      Hey Willena,

      Thanks for the feedback. I agree with you it all should be concise and to the point. Who ever like reading a long email? I know i don’t! I think email marketing is a great way to extend your brand and have your email list get a better understanding of who you are so they can build a relationship with you.

  7. Sue Bride says:

    I receive so many emails that do not contain the elements you mention it is hard to work out what works best. Thank you for your tips Kyle. I will put them to good use.
    Sue Bride recently posted…How To Protect Your Blog From CopyingMy Profile

    • Kyle Nelson says:

      Hey Sue,

      First of all thanks for your feedback. I agree i receive a lot of emails myself too so it can be difficult to figure out what works best. I think this guideline is a good start for creating a capturing email and be able to deliver the information you are trying to deliver.

  8. Great synopsis of the email message. I just branded my email signature and was surprised by the amount of time it took me to do so.
    Rachel Lavern recently posted…Concoct Your Autoresponder SequenceMy Profile

  9. This is the key to interaction through email. Yet there are more things to keep it simple with free video email is more powerful that just written.

    I mix my interaction up with first contact keep it short a sweet without any pitches. I never sell anything anyways. I just tell them were we connected which is mostly LinkedIn. Then get to the point which is me telling them how I would love to listen to them share what services and products they offer to our communities.

    I call them to act today by issue of meeting one on one. I am old school and love to see people when I speak and there is just not one way to do this.

    This article is powerful and I belief if you continue to provide excellent usable articles like this one. You have a new reader who is hungry to learn more for each person. Even a wise man can learn.
    William Earl Amis recently posted…Change Already, the year has?My Profile

    • Kyle Nelson says:

      Hey William,

      I always look forward to your comments on my articles, they are always willed with great feedback and knowledge, so wanted to say thanks! I enjoy the idea of offering a free video email, it will help the receiver get to know you better and build a relationship with the. Always building rapport first is essential when trying to build a solid relationship with someone, especially if it escalates to them being a potential client or customer or maybe even a friend! Thanks for the ending kind words, Over the years of blogging I have seen myself improve with quality and am always trying to do my best to deliver something that i would personally want to read and learn more about!

  10. Great information. Thanks for this post. I agree with you about the 4 must haves when sending email. Thanks for the reminder.
    Tandy Elisala recently posted…Goals worksheetMy Profile

  11. Hi Kyle,

    I agree on all these tips! Oh that headline always baffles me. I think I spend more time trying to get that headline that can capture people to open my email than the actual email itself he he.

    The one thing I need to do is put in my signature. Thanks I needed this.

    Donna Merrill recently posted…Developing A Social Media CampaignMy Profile

  12. I’m glad you mentioned that being “truthful” in the subject headline is important.

    When I get emails that “trick” me into opening, I usually just unsubscribe instantly. Subjects that say things like “Your Account is past due” or “Here’s your commission” and come from people I have no business with… I just send to spam without even opening them.

    Truthfulness is critical to build a good relationship with your list.
    David Merrill 101 recently posted…What Does It Cost To Run An Online Business?My Profile

  13. Mark says:

    Way to boil it down to it’s four natural elements Kyle!

    And by in large, if you watch what the six, seven and eight figure a year
    earners constantly do!

    You’ll notice a similar pattern! And it’s exactly what your sharing here!Thanks!
    Mark recently posted…Sales And Promotion: How To Keep Your Best Customers Completely Satisfied And Wanting More!My Profile

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