Why effective emails matter
At trainEQ, we offer a professional email writing course designed to enhance clarity, boost credibility, and save time. Our approach blends best practices with emotional intelligence, ensuring your emails connect with readers in a respectful yet persuasive way. In this blog, we’ll explain why strong email communication matters, the common pitfalls, and how our approach can elevate your team’s messaging.
All staff members who frequently use email communication.
Half-day course.
Run at your offices or virtual classroom
training goals are to:
- learn when to email and when to not email
- understand the power and the pitfalls of this digital medium
- plan and write with a clear purpose and aimed at the reader
- write with clarity
- compose emails that are concise and not too wordy
- write emotionally intelligent emails
- manage expectations and use appropriate tone
- know what to check before hitting ‘send’
Our facilitator will adapt the content and workshop style of this highly practical email writing course to the needs of the group.
introduction and workshop overview
Participants will review the agenda and will discuss their email writing training objectives.
choosing to email
We cannot imagine workplace communication without email. But it is also an overused medium. Participants learn to stop and consider alternatives to email writing before they start typing one.
email pros and cons
The group will also discuss the far-reaching impact of email. For example, how it can be shared with a wider audience than the intended recipient. They will also think about security and confidentiality challenges and other issues that can arise from poorly judged emails.
email protocol
Language changes and the tone of email has changed over the years. Text message writing and social media have influenced writing styles. Finding the right balance in modern day workplace email writing can be hard, so the group looks at how to adjust tone according to the person or people they are writing to.
The group will explore why it is difficult to convey emotions in emails by looking at the components of communication: words, tone of voice and body language. They will learn to write emotionally intelligent emails without the voice and body language to express the tone.
writing skills
We all know how to write, right? The participants look at how they can write better, with a clear purpose, a clear structure and clear of clutter. They will review common punctuation and grammar mistakes. Participants will learn to write emails using the simple but powerful SPIT framework.
Paying special attention to writing concisely, participants will practise reducing wordiness and replace old fashioned phrases with modern wording.
Participants will also practise reviewing their email in light of their original aim ‘Is my message clear to the reader?’
action plans
Applying what has been discussed in this course is critical. Throughout this course on email writing participants will create personal action plans to put what they have learnt into action for writing powerful emails.
why is EQ important to email writing?
Understanding how emotions impact on the writing and interpreting of emails is critical to transferring the right meaning. Emotional Intelligence is therefore an important skill in email writing and therefore has a central place in this email writing training course.
In verbal communication the meaning of the message is conveyed through:
- words
- tone of voice
- body language.
Often people refer to Mehrabian’s research, which stated that 7% of the meaning is conveyed through the spoken word. Although the research’s findings have often been misinterpreted, it is certain that words are only a small portion of the message in verbal communication.
When writing an email, we don’t have the luxury of body language and intonation, so how do we support our words with the right emotions?
In recent years emoticons have slowly made their way from short messaging to email writing. They have even been introduced to professional email writing, despite sometimes passionate opposition. Because many people are still not fans of emoticons, you should only use them when you know your reader will be OK with them.
If emoticons are not the answer, what is? Well, we still have ways to use our tone of voice, even though we don’t have intonation. We can use our words in such a way that we build a connection with our reader and we soften strong messages. The answer lies in carefully thinking about what we want to achieve with our writing and always keeping the reader in mind.
Another critical element of emotional intelligence in email writing is being aware of our own emotions when writing emails. Most people now realise you shouldn’t write and send emails when you are emotional, such as being angry, sad or even when you are bursting at the seams with glee. Our emotions heavily influence how we communicate in our email writing. It is OK to write the email when you’re angry with the person receiving it – but you should definitely read it again when your anger has subsided before sending it. Our email writing training will build this emotional awareness and the discipline to use emotional intelligence in email writing.
"How to write a good email:
1. Write your email
2. Delete most of it
3. Send”
-Dan Munz
Emotional intelligence (EI or EQ) - the capability of individuals to recognise and manage their emotions and those of others.
Being aware of the concept of EQ and then developing it is essential for employees, regardless of their role. High EQ is no longer an add-on but a ‘must-have.’
read more about emails writing
Common pitfalls in professional emailing
Everyone knows how to draft a message—but not everyone excels at it. Minor errors can lead to confusion, misinterpretations, or even damaged relationships. A structured email writing course teaches you to avoid these typical pitfalls:
1. Unclear subject lines
- When your subject line fails to summarise the email’s content, recipients may ignore or misread your message.
- Our email training sessions explore ways to craft concise headings that set the right expectations.
2. Too little or too much detail
- Sending a novel-length message can overwhelm busy colleagues while being too brief can leave important questions unanswered.
- We show you how to strike a balance: highlight key points while offering essential details.
3. Inconsistent tone
- Emails that mix casual phrasing with overly formal language might confuse recipients about your intentions.
- A professional email writing course helps teams adopt a consistent style that aligns with brand and workplace culture.
4. Weak structure
- Jumbled paragraphs and unclear calls-to-action mean your reader won’t know what to do next.
- We provide simple frameworks that ensure every email has a logical flow, from intro to sign-off.
5. Ignoring emotional cues
- Sometimes, email etiquette is about empathy—like showing understanding or choosing neutral words to avoid inflaming tensions.
- Our lessons in email etiquette training highlight how to be considerate of cultural and emotional nuances.
These stumbling blocks undermine communication, slowing projects and causing stress. By learning practical solutions, staff feel more confident tackling email-heavy tasks.
trainEQ’s approach: hands-on exercises and best practices
At trainEQ, we believe that writing skills improve through both guidance and practice. Our email writing course combines real-world scenarios with evidence-based tactics so employees can refine their skills quickly. Here’s what sets our program apart:
1. Interactive learning
- Rather than just passively absorbing tips, participants engage in mock email exercises and role-plays.
- By drafting messages in class, employees spot immediate improvements.
2. Feedback-driven sessions
- Personalised comments help staff address bad habits—like overusing jargon or missing crucial context.
- This approach ensures every participant gets advice tailored to their role, whether in customer support or senior management.
3. Emphasis on clarity and courtesy
- Our professional email writing course highlights the fine line between politeness and assertiveness.
- Participants learn to sound approachable without weakening critical points or requests.
4. Emotional intelligence in email
- Messages aren’t just words; they reflect empathy and understanding of the recipient’s perspective.
- We show staff how to use thoughtful language that maintains respect, especially when addressing conflicts or delivering negative news.
By blending these elements, our email etiquette training provides a comprehensive boost in style and substance, ensuring each message delivers maximum impact.
Key benefits and outcomes
When individuals or teams complete our email writing course, they see immediate shifts in how they approach digital communication. Some notable advantages include:
1. Greater credibility and authority
- Emails that are well-structured and polite set you apart, showing you value readers’ time.
- Clear requests reduce back-and-forth, speeding up decision-making.
2. Reduced miscommunication
- Concise paragraphs and clear calls-to-action minimise confusion.
- By choosing words carefully, you also mitigate the risk of sounding aggressive or ambiguous.
3. Enhanced team productivity
- Instead of clarifying unclear instructions or re-sending essential info, team members can focus on core tasks.
- Effective email training ensures messages are understood the first time.
4. Better client relationships
- Writing with empathy—like acknowledging a customer’s concerns—helps preserve goodwill.
- Gaining skills in de-escalating issues through email can save client accounts and protect reputations.
5. More consistent brand image
- Especially important for businesses, a cohesive tone across departments builds trust.
- A professional email writing course helps maintain consistent messaging that aligns with your organisation’s values.
Equipping teams with these capabilities fosters a culture of respect and clarity in communication, benefiting every level of the organisation.
Refine your emails with trainEQ
In fast-paced work environments, emails can make or break your reputation. Poorly composed messages lead to confusion, frustration, and lost opportunities. That’s why it’s crucial to invest in an email writing course that delivers tangible results. At trainEQ, we specialise in email etiquette training that goes beyond basic pointers, blending emotional awareness and proven structures to help your staff write with clarity, empathy, and impact.
Ready to step up your organisation’s communication game? Our flexible email training modules cater to various industries and team sizes. Whether you’re managing a large customer service division or have a smaller remote setup, we tailor sessions to your unique challenges. By joining our professional email writing course, your team will learn skills that not only streamline workflows but also promote a harmonious, respectful company culture.
Contact trainEQ today to explore how our program can elevate your daily interactions. In a world flooded with emails, make yours stand out for the right reasons—choose a learning experience that prioritises precision, respect, and a genuine human touch. Let’s transform every email from a mundane task into a strategic tool for growth.