EMAIL GLOSSARY

What Does 'Compose Email' Mean? Definition, Tips, and Examples

Not sure what ‘Compose Email’ is all about? Discover what it means, how to do it right, and see examples to improve your email communication.

What does ‘Compose Email’ mean?

To “compose an email” means to create and write an electronic message using an email platform or client, like Mailmeteor.

When you click the Compose button in an email client like Gmail, Outlook, or Yahoo Mail, a new blank email window opens.

From there, you can draft your email, select recipients, and add optional elements like attachments or formatting.

How to compose an email

Composing an email might seem simple, but crafting one that truly resonates takes finesse. Whether you’re drafting a professional pitch or a friendly update, these steps will help you create a message that’s clear, polished, and gets the job done:

1. Open your email client

Log in to your email service (e.g., Gmail, Outlook, Yahoo Mail). Click the Compose button, typically located in the top-left or center of the interface. A blank email window will then appear.

2. Add recipients

There are 3 ways to add recipients to your compose email:

  • Enter the primary recipients’ email address in the To field.
  • Use the CC field to copy others who need to be aware of the message.
  • Use BCC to include recipients without revealing their addresses to others.

3. Write a clear subject line

Keep it short (ideally 30 to 50 characters) and specific. The subject line should summarize the email’s purpose and encourage the recipient to open it. Misleading subject lines are forbidden by regulations such as CAN-SPAM.

For example:

  • ✅ “Meeting Agenda for Friday”
  • ❌ “Important Information”

4. Start with a proper greeting

To respect proper email etiquette, start your email with a polite salutation tailored to your audience:

  • For formal emails: “Dear [Name],” or “Hello [Team],”
  • For informal emails: “Hi [Name],” or simply “Hello,”

5. Write the email body

Organize your message into a clear structure. Go straight to the point and avoid unnecessary details:

  • Introduction: Explain the purpose of your email in one or two sentences.
  • Main content: Provide necessary details or context.
  • Call to action: Specify the next steps or what you expect from the recipient.

6. Use formatting for clarity

Improve the readability of your email with formatting tools:

  • Bold or underline important information.
  • Use bullet points or numbered lists for key points.
  • Avoid using overly decorative fonts or excessive colors.

If your email references documents or resources, don’t forget to attach files or include hyperlinks. In Gmail or Mailmeteor, you can do this by clicking the paperclip icon, then selecting your attachments.

8. Close with a polite sign-Off

Choose a closing that matches the tone of your email:

  • Formal: “Best regards”, “Sincerely”, or “Yours faithfully”.
  • Casual: “Cheers”, “Thanks”, or “Warm regards”.

9. Proofread your email

Before hitting send:

  • Check for spelling and grammatical errors.
  • Make sure your message is clear and free of jargon.
  • Confirm that all recipients and attachments are correctly added.

And voilà. Your email is now composed. You can press Send with confidence, knowing it’s clear, professional, and ready to make the right impression.

Examples of well-composed emails

Need some help to compose your email? Here are 3 examples of well-written emails that you can use as inspiration. Make sure to personalize each message to make it more relevant and engaging for your recipient.

1. Formal business inquiry

Subject: Partnership Opportunity with [Your Company]

Dear [Name],

I hope this email finds you well. My name is [Your Name], and I am the [Position] at [Your Company]. We specialize in [briefly describe your company’s expertise].

I recently came across [Recipient’s Work], and I was impressed by [specific compliment about their work]. I believe there’s potential for collaboration between our companies to [specific goal].

I’d love to discuss this further at your convenience. Please let me know a time that works for you, or feel free to suggest a meeting schedule.

Best regards,

[Your Name]

2. Friendly follow-up

Subject: Just checking in

Hi [Name],

I hope you’re doing well! I wanted to follow up on my previous email regarding [topic of the previous email].

If you’ve had a chance to review it, I’d love to hear your thoughts or answer any questions you might have. If not, no worries—just let me know if there’s a better time to connect.

Looking forward to catching up soon!

Warm regards,

[Your Name]

3. Job application

Subject: Application for [Job Title] Position

Dear [Name],

I am writing to express my interest in the [Job Title] position at [Company], as advertised on [where you found the job posting]. With [mention relevant experience], I am confident in my ability to contribute to your team.

In my previous role at [Previous Company], I [briefly describe achievements]. I have attached my resume and portfolio for your review.

I would welcome the opportunity to discuss how my skills and experiences align with your needs. Please let me know if a meeting can be arranged at your convenience.

Thank you for your time and consideration.

Best regards,

[Your Name]

Common mistakes to avoid when composing emails

Crafting a professional and impactful email requires attention to detail. Here are some of the most common mistakes we’ve seen our customers make when they first started composing emails:

  • Skipping the subject line: A missing or vague subject line can confuse recipients or cause your email to be overlooked. Always include a clear and concise subject that reflects the email’s purpose.
  • Ignoring grammar and spelling: Typos and grammatical errors can harm your credibility. Proofread your email before sending, or use tools like Grammarly to make sure your writing is polished.
  • Using an unprofessional tone: An overly casual or overly formal tone can create the wrong impression. Match your tone to your audience and purpose.
  • Forgetting to personalize: Generic emails can feel impersonal. Address recipients by their name and tailor your message to their needs.
  • Neglecting the recipient’s time: Long-winded emails can lose the reader’s attention. Be concise and focus on the key points.
  • Using the wrong email field (To, CC, BCC): Misplacing email addresses can lead to privacy breaches or unintentional mass replies. Use the fields appropriately.
  • Overloading with attachments: Too many attachments can prevent your email from sending, or cause you to be flagged as spam. Only include necessary files and compress them if possible.
  • Ignoring mobile optimization: Many recipients read emails on their phones. Make sure that your email format is mobile-friendly with short paragraphs and simple design.
  • Failing to include a call-to-action: Without a clear next step, your email may lack impact. Always guide the recipient on what to do next, whether it’s replying, clicking a link, or attending a meeting.
  • Not double-checking recipients: Accidentally sending an email to the wrong person or group can lead to embarrassment or even confidentiality breaches. Double-check the recipient list before hitting send.
  • Using “Reply All” unnecessarily: Sending a reply to everyone in a thread can clutter inboxes and irritate recipients. Use “Reply All” only when it’s relevant to all participants.

Tools to improve email composition

Composing the perfect email doesn’t have to be a chore. With the right tools, you can streamline your email composition process and improve the quality of your messages. Here are some top tools to consider:

1. Mailmeteor

Mailmeteor is a mail merge tool designed to help you send personalized emails at scale. It integrates with Gmail, Outlook, Google Sheets, Excel, and popular CRMs. You can also use its built-in AI assistant to write emails in 1 click.

Best for: Personalized outreach campaigns and bulk email sending. Key features: Mail merge, AI email writer, email tracking, and follow-ups.

2. Grammarly

Grammarly is a writing assistant that helps you craft error-free emails. It checks for grammar, spelling, and punctuation mistakes while offering suggestions for improving tone, clarity, and conciseness.

Best for: Professionals looking to write clear and error-free emails. Key features: Tone analysis, readability score, and suggestions for email etiquette.

3. Hemingway App

This tool focuses on making your emails concise and easy to read. It highlights complex sentences, unnecessary adverbs, and passive voice, helping you create straightforward and engaging messages.

Best for: Simplifying email content and improving readability. Key features: Readability grade, sentence structure suggestions, and concise writing tips.

4. Canva

Canva’s email design templates make it easy to create visually appealing emails. Whether you’re sending a marketing email or an invitation, Canva offers customizable layouts for any purpose.

Best for: Designing eye-catching emails. Key features: Drag-and-drop editor, pre-designed templates, and branding tools.

5. Hunter.io

Hunter.io helps you find and verify email addresses in bulk, making it a time-saving tool for cold outreach. Pair it with email composition tools like Mailmeteor to create targeted and personalized messages.

Best for: Finding accurate recipient email addresses. Key features: Email finder, verifier, and lead management.

FAQs

What is the difference between composing and replying to an email?

Composing an email means creating a new message from scratch to send to one or more recipients. Replying to an email, on the other hand, involves responding to a message you’ve already received. When replying, the subject line is pre-filled, and the original email content is included for context.

How do I compose an email professionally?

To compose a professional email:

  1. Start with a clear subject line that reflects the purpose of your email.
  2. Use a formal salutation, such as “Dear [Name]” or “Hello [Name]”.
  3. Keep your message concise and to the point. Avoid unnecessary details.
  4. Use a polite and respectful tone throughout.
  5. End with a professional closing, such as “Best regards” or “Sincerely,” followed by your name.
  6. Proofread your email for spelling, grammar, and formatting errors before sending.

Can I compose an email offline?

Yes, you can compose emails offline if your email service or client supports offline functionality. Platforms like Gmail and Outlook allow you to draft emails without an internet connection. The drafts are automatically sent once you’re back online. This feature is especially useful for working on flights or in areas with limited internet connectivity.

Where is Compose in Gmail?

In Gmail, the Compose button is located in the top-left corner of your inbox, just above your list of email folders. Clicking it opens a new message window where you can write your email.

What does the CC and BCC field mean when composing an email?

  • CC (Carbon Copy): Use this field to include recipients who need to be informed but aren’t the primary audience. All recipients can see who is CC’d.
  • BCC (Blind Carbon Copy): Use this field to include recipients who need to be informed discreetly. BCC recipients are hidden from others, maintaining their privacy.

How do I make my email stand out?

To make your email stand out:

Use a compelling and relevant subject line. Personalize the message with the recipient’s name or specific details. Structure your email for readability with short paragraphs or bullet points. Add a clear call to action (e.g., “Can we schedule a meeting next Friday”). Avoid overloading the email with unnecessary information or jargon. Use a professional email signature to leave a lasting impression.

For mass emails, tools like Mailmeteor can help personalize messages at scale to make each email feel tailored and engaging.

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