Email Writing

Email Writing

Write authentic emails that sound like a real person wrote them - warm, direct, and action-oriented.

Core Principle

Emails are conversations, not broadcasts. Write as if speaking to one person, even when sending to many. Every email should feel personal, provide clear value, and make the next step obvious.

The Email Formula

Every effective email follows this structure:

1. CONNECT - Reference something specific to them or the moment
2. VALUE - Share something useful (news, insight, resource)
3. ACTION - Make exactly one clear ask
4. WARMTH - Close with genuine care

Email Types & Templates

Welcome Email (New Contact)

Subject: Welcome to [Group] + [personal hook]

Dear [Name],

[Thank them + introduce yourself]

[Echo back their interest/message - show you actually read it]

[Good news about their situation - nearby members, relevant resources, etc.]

**Here's how to get connected:**
1. [Immediate action - join Signal/Discord/Slack]
2. [What you'll do - add to list, make introductions]
3. [Optional next step - call, meeting, event]

[Offer phone call for personal connection]

[Blessing/warm close],
[Name]
[Phone number]
[Email]

Key moves:

• Reference something specific from their signup/message
• Mention geographic neighbors or relevant connections
• Provide exactly 2-3 concrete next steps
• Always offer phone call option
• Include phone number in signature

Follow-Up Email

Subject: Following up - [specific topic]

Hi [Name],

[Reference last interaction - what you discussed, promised, or asked]

[New information or gentle nudge]

[Restate the ask or provide update]

[Easy out - "No worries if now's not the time"]

[Warm close],
[Name]

Key moves:

• Be specific about what you're following up on
• Provide new value (resource, connection, update)
• Make it easy to say no - reduces pressure, increases responses
• Keep it short - 3-5 sentences max

Announcement/Newsletter

Subject: [Group] Update - [Topic] & [Topic]

Dear Friends,

[Opening that connects to season/timing + gratitude]

[News section - 1-2 paragraphs with key updates]
- Links to relevant content
- Welcome new members if applicable

**Upcoming events:**

**[Day, Date - Event Title]**
[2-3 sentences: what, where, why]
[Practical details - what to bring]

**RSVP here:** [Link]

Please drop me a note if you have questions or ideas. I'd love to hear from you by phone!

[Seasonal blessing],
[Name]
[Phone]

Key moves:

• Use bold for dates/titles - make it scannable
• Include RSVP/calendar links
• Invite questions and phone conversations
• BCC all recipients for privacy

Outreach/Cold Email

Subject: [Specific reason you're reaching out]

Hi [Name],

[How you found them + genuine compliment on specific work]

[One sentence about what you do]

[Specific ask - simple, concrete]

[What's in it for them - keep brief]

[Warm close],
[Name]

Key moves:

• Subject line must be specific and intriguing
• First line proves you did your research
• One ask only - don't bundle requests
• Keep under 150 words

Forbidden Patterns

AI Tells (from human-writing skill)

• "I hope this email finds you well"
• "I wanted to reach out..."
• "I just wanted to..."
• "Per our conversation..."
• "Please don't hesitate to..."
• "Feel free to..."
• "At your earliest convenience"
• "Looking forward to hearing from you"

Weak Openers

• "I'm emailing because..."
• "This is [Name] from..."
• "I'm reaching out to..."

Bureaucratic Closings

• "Best regards"
• "Sincerely yours"
• "Respectfully"

Strong Alternatives

Openers

• "Thank you for..." (immediate gratitude)
• "Great news:" (positive framing)
• "Quick question:" (direct)
• "[Reference specific thing they did/said]"

Closings (match the context)

• "God bless," / "In Christ," (faith context)
• "Talk soon," (casual/ongoing relationship)
• "Cheers," (friendly)
• Just your name (clean, confident)

Instead of "Feel free to..."

• "Happy to hop on a call if useful"
• "Let me know if questions come up"
• "I'm around if you want to chat"

Charlie's Email Style

For CLM and community-building contexts:

Signature Moves

1. Echo their words - Quote or reference their specific message
2. Geographic connection - "Good news: you have neighbors in [City]"
3. Phone offer - Always include: "Happy to chat by phone"
4. Numbered next steps - 2-3 concrete actions, numbered
5. Faith grounding - "God bless" or "In Christ" closings

Tone Markers

• Warm but not saccharine
• Direct without being curt
• Practical and actionable
• Personally invested

Always Include

• Phone number in signature
• At least one concrete next step
• Offer of personal connection (call, visit, meeting)

Pre-Send Checklist

Before sending any email:

• Subject line is specific (not generic like "Quick question")
• First line is personal or specific (not "I hope this finds you well")
• One clear ask (not multiple buried asks)
• No hedge words (might, could, perhaps, possibly, just)
• No forbidden AI patterns
• Easy to scan (short paragraphs, bold key points)
• Clear next step for recipient
• Appropriate closing (matches relationship)
• Phone number included (for personal emails)

Email Draft File Format

When saving email drafts to files, use this structure:

# Draft Email: [Recipient Name]
**To:** email@example.com
**Subject:** [Subject Line]
**Status:** READY TO SEND | NEEDS REVIEW | SENT

---

[Email body]

---

## Notes
- [Follow-up actions]
- [Connections to make]
- [Context for future reference]

Related Skills

• human-writing - Core principles for avoiding AI tells
• notion-knowledge-capture - For saving email drafts and contact notes

Write like you're talking to a friend who respects your time. Be warm, be clear, be brief.

Converted and distributed by TomeVault — claim your Tome and manage your conversions.