How to Sound Smart in an Email

Writing emails today is a habit of every person living in this digital era. It has become an inseparable part of every business’s marketing strategy and a tool for attracting new and keeping existing customers. However, not every email can contribute to your company’s success. It has to be smart, thus presenting you in the best light possible. Sounding smart in an email is the key that unlocks every door and plus it can be more useful than you might first think.

So let me guide you through several tips, tricks and aces up the sleeve that will make you sound bright and smart in an email like the person you are!

The age of the [ ] in the subject line

Let’s kick this off with the subject line. After all, that’s what the recipients of your email see first and that’s exactly where you should start sounding smart. Nowadays, it has become more and more popular to place information in brackets to clarify what the subject of the email is. Statistically, according to ConvinceandConvert, 35% of email recipients open email based on the subject line alone, so better make it a bombastic one.

For example, if you want to share the exciting news that your company has gained a new partner and appear smart in the eyes of the recipient, you write “[Exciting News] We just got a new partner.” Or when you want something to stay secret, the subject line would contain “[Confidential] Don’t tell anybody” and so on.

That way you underline that the news is important and in the same time you sum up the content of your email. Smart, right?

And here’s a tool to help you test your subject line and see how it would look on all email providers.

Keep it short but clear

Maybe you think that in order to sound clever in your email you have to write memoirs and show that you know a lot about the matter. Wrong. Long text will only confuse the reader and make them reject reading the whole piece. Instead, you should try and shape your thoughts in less words, but still say everything.

Take a look at this email, for instance:

  • Hi,
     Can you please tell me how many dresses do you want me to deliver to you?

Yes. It’s obviously short, but is it meaningful? Do you believe that the person you’re sending it to would know what you want? I think not. It lacks some more concise information so that they could know what to reply. Now how about this one?

  • Hi,
     I am writing to ask you for the quantity of the Gucci dress, the Valentino one with stripes and the Burberry with flowers. I would like to deliver them to you by Monday.

That’s what I’m talking about. See how the writer of the second one incorporated more details and told exactly what they required. You should do that, too, if you want your recipient to think of you as smart and professional.

Quick response saves the day

I don’t mean to rush you or anything, but if you have unanswered emails in your inbox you better go and reply to them all right away. A quick response is always valued by your recipients and gives a positive image of you as a person.

Think of it this way. If an employee tells you about a meeting with your partner requesting some materials from your office and you only see the email without replying, they may have a hard time finding the needed materials and plus they won’t know whether you’re coming or not.

Definitely not smart. To avoid it, always make sure that you have answered your emails in time and saved both yours and the day of your recipient.

Don’t write your email while passing the street

First, it’s not safe to type on your phone while crossing the street and second, you don’t appear smart at all if you write your email all rushed up. You should always focus all your attention in the words and construct sentences that are professional and have a meaning to the whole topic you’re addressing. Abbreviations may make you friendlier in the eyes of the reader but not that bright if you use them all the time due to lack of time or to finish it quicker. If your intention is to write it as fast as possible and be done with it, then don’t start at all. Email writing requires time, especially if you want to make a positive impression and show your true personality.

For instance, which email do you think sounds smarter?

  • Be right there. C ya!
  • I am coming there right now. Get the documents ready for me to sign them up and then we’ll go to the marketing agency together.

I think you get my point.

Re-read your email

You must have realized by now that hitting ‘send’ means showing your true self to the recipient of the email. Ask yourself if you want that to be a disoriented, confusing person who doesn’t know what they want or a smart, well-organized and focused one who holds the things under control. Yeah, yeah. I know that you’re more of the second type of guy, as you are still reading this article. That’s why you have to make sure that your email is free of any mistakes or unclear words before sending it. To do that, you have to re-read it at least once and assure yourself that you’ve covered everything up. That’s what smart people do. In any case, I present you a tool to make the grammar and spelling flawless and thus ease your work.


What a ride this has been! Email writing is not an easy task at all, so you have to stay true to it and prove that you are ready to present your clever image to the world. To achieve that, you have to invest a lot of time in your emails and make sure that you follow these points in the first place. Come on! Go and construct your smart emails and tell us how you did in the comments.


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