Here, you’re welcome to learn different essential parts of an email message. Why is it necessary? Though traditional, email is the most popular means of communication to date.
In 2022, an estimated 333 billion emails were sent and received daily worldwide. This figure is expected to rise to 392.5 billion daily emails by 2026. Quite a big deal, right? Hence, you should suitably organize your emails so that they are well-received by the recipient, don’t you think? Therefore, you need to follow proper email etiquette, and for that, you must learn the components of an email.
In this blog, I will discuss 13 essential parts of an email template with examples. Give it a thorough read for better ideas on excelling different elements of an email message.
Table of contents
- 13 Parts of an Email
- Inbox View of an Email
- Parts of an Email Examples
- Parts of an Email Address
- Wrap Up
13 Parts of an Email
Moving on to the main discussion, I have divided the entire email into two main parts. First, we’ll go through the first part of an email and learn each allocated part of this particular section. After that, we’ll do the same for the second part of the email content.
First part of an email
Let’s learn how to use first part of an email! There are total 6 parts of an email in the first section.
Sender
What is the email sender? The email sender is you, your email address, to be precise. The recipient will see your email address whenever they get your emails.
Let’s see what a blank email composing draft looks like in Gmail!
Recipient
The person who receives the email is the recipient. You need to enter the recipient’s email address in the ‘To’ field, which is intended for the main recipient.
Carbon copy (Cc)
The Cc is shortened for carbon copy. This email part is for the people you want to include in the email but from whom you don’t expect a reply. You’ll get the “reply all” option, which allows you to send your response to every recipient included in the email, including those in the CC section
Blind carbon copy (Bcc)
Bcc is the shortened form for Blind carbon copy. This section of an email is used when you want to keep the other recipients’ email addresses hidden. Simply put, people won’t know who else has received the email and don’t get the “reply all” replies.
Subject line
The email subject line conveys an overview of the entire email. Just by looking at the subject line, you’ll know what the email is about. The subject line is one of the most critical parts of an email. You have to follow some strategies to make your email subject line suitably engaging and catchy.
Preheader
An email preheader is a short-lengthed text that comes right after the email subject line in an email inbox view. It is also called email preview text. A preheader can be added to the email using HTML and CSS or email marketing tools like our MailBluster, where no coding knowledge is required.
Second part of an email
Now, we’ll discuss the second part of an email. There are total 7 parts of an email in this section.
Email salutation
An email salutation is your “greeting” to the recipient, and this one comes right after the subject line. Email format wise, salutation is important to demonstrate a suitable tone for your email message. If your email is professional, then you have to start with a formal salutation that suits a professional tone. And if your email is informal, then you can start with a casual or friendly salutation.
Let’s see some email salutations examples:
- Hi
- Hello
- Greetings
- Dear (First name),
- Dear, (Last name),
- Dear colleagues,
- Hey, all
- Hi/Hello to all, etc.
Email body
The email body is simply the central message of your email. This email part starts after the email salutation and ends right before the email closing. The length of your email body should be moderate and precise and not unnecessarily big.
Email opening line
The first line of your email message is an email opening line, and it’s a part of the email body. An email needs to start with a good opening line. The opening line appears right after the salutation and should suitably align with the email message and tone. Your email opening line should be engaging and suitable to the message you want to convey.
CTA
CTA, short for the call-to-action, is for something you want the receiver to take action on. It’s an optional part of an email.
Email closing
Email closing is the first element of the email footer section, and it is where you politely end your email message. The closing part appears after the email body, and it’s essential to maintain the tone of your email and good engagement.
Let’s see some email closing examples.
- Sincerely,
- Best,
- Regards,
- Best regards,
- Kind regards,
- Talk soon.
- Talk to you later,
- Thank you,
- Warm wishes,
- Respectfully,
- Looking forward to our meeting!
- Eagerly waiting,
- Up until next time
Email sign off
The email sign off part is where the sender signs off with his name or signature, and sometimes both, to end the email. It’s a very good practice. The email footer section usually ends with the email sign offs. It’s considered a standard manner to end the email with proper email sign-offs. Business and corporate sectors end their emails by signing off.
Let’s look at some email sign off examples:
- Signature, (Your name)
- Brand logo
- Signature
- Name and your designation
Email attachment
Email attachment is an option with which you can attach any file if you want. Want to attach images in email? There you go! For example, if you want to send a picture within your email, you can simply do it by attaching the picture file to the email. The recipient will receive and view the image and can even download that picture while reading your email.
Inbox View of an Email
Below is an example of an email’s inbox view.
In Gmail, when you get an email, the inbox will let you see the following;
- Sender name
- In this example, the sender is named Kacey N.
- Subject line
- Here, the email subject line is “The best tech for leveling up your team’s skills 🚀”
- Preheader
- Here the email preheader is “Get a free curated list of top HR tools today.”
Parts of an Email Examples
Now that you know all the essential parts of an email, let’s go through some of the examples and examine their email parts.
Entire email parts example
Let’s analyze an entire email and its allocated parts. What are the parts of a formal email? This example on the sections of an email will help you answer that, too. Here, I have marked all the essential parts of an email that are viewable when you open the email.
- It has an engaging and catchy email subject line.
- The sender is Kacey N., whose email address can be seen beside it.
- The email has a simple, friendly salutation, “Hi Mahzabeen Alam,” greetings with the recipient’s name.
- The email body is well-organized and starts with a good and engaging email opening line that perfectly suits the message tone.
- The email has a CTA “Get free recommendations here” button.
- The email footer section has both closing and sign off parts. The email closing is “Talk soon,” and below that, placed the email sign off. The sender signs off the email with his name and contact info. The sender has also attached an image of him with the email sign off.
Marketing email parts example
Let’s analyze the parts of an email template for a summer sales marketing campaign.
Subject line: 50% Summer Clearance: Go Big with Savings 🤩
- This summer clearance sale email template starts with the brand logo.
- It has a banner text, “Summer Clearance Sale.”
- It has an email header part, “A deal too good to miss!” followed by a promo code and validity.
- The email body part is well organized. Its message is engaging and concise, and a CTA “Upgrade now” button is attached.
- The email ends with a complete footer section suitable for marketing emails, with the brand logo, business contacts, social media handles, and unsubscribe link, which is a must to reduce the unsubscribe rate.
Email sign off with a signature example
The following picture is an email sign off with signature example.
Here, the sender signs off the email with signature, name, and designation. Email sign off is an essential email etiquette for business and corporate fields. Hence, you should keep it in practice.
Parts of an Email Address
What are the parts of an email address called? Let’s learn about 4 parts of an email address.
Suppose an email address is [email protected]:
- Here, “xyz” is the username, and it is the first part of an email address.
- “@” is the symbol.
- The “abc” is the domain name of the organization. The domain name comes after the “@” symbol. The “@” symbol bridges the username and the organization’s domain.
- The “com” is the top-level domain, short for TLD, and it is the last part of an email address.
Now, for example, for the [email protected] email address, you can identify each part, right?
For this one, here are the components of an email address:
- Username: xallyshop07. By looking at this username, people will know what this email address and username associated with a shop. So, make sure your username is standard and authentic.
- The “@” symbol connects the username “xallyshop07” with the organization’s domain name “gmail,” and it completes with the “com” TLD.
Want to learn about having a bluetick or blue checkmark for your verified email address?
Read 👉 Blue Checkmark for Verified Business Email.
Wrap Up
Email is an excellent means of communication for personal, professional, and marketing purposes. All the vital parts of an email message should be suitably well-written and adhere to good email etiquette. So, this discussion aims to assist you in this regard. Follow the discussed ideas and examples while working on different components of an email, and send your emails using our handy, super-affordable email marketing tool, MailBluster!
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