This blog is a small reflection of what I’ve learned in the last 2 years — especially as a fresher entering the corporate world.
Like many new joiners, I struggled at first. Writing emails that were clear, professional, and got the desired response wasn't easy. But thanks to the guidance of my senior, I picked up a few key lessons that completely changed how I approach writing emails.
So if you’re just starting out or even if you’ve been at it for a while, these tips might help you write better emails with more clarity and confidence.
1. Ask yourself: "Will this be sufficient for the receiver?"
Before you hit send, pause and genuinely ask: "Is this email sufficient for the person receiving it?" If you have even the slightest doubt whether you’ve missed key details, over-explained, or left things vague, that’s a sign your draft needs improvement.
2. Keep in mind: "The recipient hears/perceives only what they want to."
Let’s be honest: the recipient is reading your email through the lens of their priorities. They’ll skim past details that don’t feel relevant to them even if you think they’re important.
This doesn’t mean you shouldn’t say what matters to you. It means you need to balance what the other person wants to hear with what you want to communicate. The goal is to make sure your point is not only said, but also heard.
📌Pro Tip: Ask yourself — "What will the reader care about?" — then bridge that with what you want to convey.
3. Remember: No one likes reading emails
Most people don’t enjoy reading emails, and those who do read them will skim through in a matter of seconds, especially if they’re busy. That’s why it's important to respect their time.
Keep your email focused, concise, and clear. Our goal isn’t to impress or over-explain — it’s to communicate, not confuse.
4. If the email is important, get a second opinion
If you know the email will go out to a large audience or land in the inbox of senior leadership or top management, it’s wise to have someone review it first.
Getting an extra pair of eyes helps you catch tone issues, unclear points, or mistakes you might have missed. When the impact is potentially high, a small error or miswording can create confusion at scale. A quick review can save you a lot of trouble later.
5. Practice through M.O.M (Minutes of Meeting)
Here’s something that helped me a lot — writing Minutes of Meeting (M.O.Ms). It’s one of the most underrated ways to improve your email communication. Yes, writing good M.O.Ms takes time and effort. But it teaches you the exact skills needed for great email writing:
- Being concise
- Highlighting only the relevant points
- Structuring information clearly
- Writing in a neutral, action-oriented tone
If you’re a fresher, volunteer to write M.O.Ms even if nobody asks you. Start with internal meetings, cross-team calls, or discussions you feel were important. It shows initiative, helps you improve fast, and builds trust with your team.
6. A Few Practical Tips
6.1. Use AI
It feels obvious today, but just in case someone out there isn’t using it.
6.2. Write down everything you want to say
Don’t worry about grammar or structure at first. Just list all the points you want to cover in your email. This helps make sure you don’t leave anything important out.
6.3. Ask your AI tool to polish your draft
Once your thoughts are down, paste the full draft into your favorite LLM (like GPT) and say something like:
Please correct grammar, improve sentence structure, and format this email. Do not change the tone or the context.
Avoid vague prompts like "make this sound better" — they might alter the intent or change your message. You want the AI to act like an editor, not a ghostwriter.
6.4. Final Advice
- If the AI’s version looks good and keeps your message intact — great! Go ahead and use it (maybe with a tweak or two).
- But if the tone or message feels off, go back to your draft and try again. Be explicit in your next prompt:
Keep the tone and context exactly the same. Just fix grammar and structure.
✍️ True story: I followed the same method for writing this article — raw & messy thoughts first, then AI magic.
Final Thoughts
These are small but powerful lessons I’ve picked up over the last two years, thanks largely to one person — Akshay Raut — whose honest feedback helped me a lot during early days.
I know the struggles of being a fresher — trying to sound professional, overthinking every line. If you’re in that phase now, just know it gets better with practice and awareness.
Hope this helped in some way. And if you’ve got tips or learnings of your own, feel free to share.
Originally published on LinkedIn.