8 Important Parts of an Email You Should Know About
Luca Pecavar
Let’s face it: no one wants to read a boring email. We’re all drowning in newsletters, promotional blasts, cold intros, and questionable subject lines that scream "DELETE ME!" the second they hit the inbox.
But hey, this could also be your golden chance. With a little strategic magic, and some help from this guide, your email can go from ignored to irresistible.
Ready to break down what makes a good email? Let’s dissect it. Here are the 8 important parts of an email that you need to absolutely nail if you want people to click, reply, or do that little happy dance when they read your message.
Important Parts of an Email: 8 Unskippable Ingredients
This is it! This is where we begin to unravel the sutras of a great cold email— the 8 best parts of an email. So come find out what makes an email an excellent one, and start writing like a pro.
1. The "From" Name: The First Impression You Didn't Know You Were Making
You know what they say about first impressions. In the email world, that starts with the sender's name. Would you rather open an email from "marketing@companyxyz.com" or "Tina from Manyreach"? Yeah, we thought so.
People don’t trust faceless entities. They trust people. Humanizing your sender name boosts your chances of getting opened. You can stick to your brand identity with something like "The Manyreach Team," or go the personal route: "Amit from Manyreach."
Just remember, consistency is key. Use the same name across your campaigns so your readers recognize you in the crowd.
2. Subject Line: The Netflix Trailer of Your Email
Your subject line is your one-liner to get people in the door. Think of it like a movie trailer—if it’s boring or gives too much away, no one's buying a ticket.
You want to strike a balance between curiosity and clarity. Tease the content but don’t be clickbaity. Personalize it if you can ("Quick question for [Name]" always does wonders), and don’t yell at your reader in all caps.
Some punchy subject line formulas:
"Is your outreach strategy ghosting you?"
"[Name], your growth hack is waiting inside"
"How to book 10x more meetings (without sounding salesy)"
And hey, keep it under 50 characters so it doesn't get chopped off on mobile.
3. Preheader: The Sidekick With the Real Juicy Stuff
Think of the preheader as the Robin to your subject line’s Batman. It’s the little preview text that appears next to or below your subject in most inboxes.
Here’s the kicker: if you don’t customize it, most email platforms will just pull in the first line of your email. Which is often something like, "View this email in your browser."
Yikes.
Instead, use the preheader to build on your subject line:
Subject: "Your dream client strategy"
Preheader: "3 surprisingly simple steps to land them this month"
Keep it natural, keep it relevant, and for the love of email, keep it out of spammy territory.
4. Salutation: Say Hello Like You Mean It
"Hey there!" or "Dear Mr. Johnson"? Depends on your audience.
If you know their name, use it. Personalized greetings like "Hi Annie" make emails feel like a one-on-one convo instead of a broadcast. No name? Go friendly-but-professional: "Hi there" or "Hello" do the trick.
Avoid sounding robotic. This isn’t a legal notice.
5. The Body: The Heart (and Brain) of Your Email
Okay, now that they’ve opened your email, don’t blow it with a wall of text.
Your email body needs to be clear, concise, and above all—valuable. Remember, you're not writing "War and Peace." Aim for clarity over cleverness (unless you're nailing both). Break your message down into:
The Hook: First line that pulls them in. Ask a question, present a stat, or identify a pain point.
The Offer: What are you giving them? A useful article? A demo? A fresh take on their current problem?
The Benefits: Why should they care? How does this help them win?
The Nudge: A soft lead-in to your CTA (Call to Action).
BONUS POINTS for visuals! If you're sending follow-ups or newsletters, infographics, product screenshots, or even memes (when appropriate) can add charm and break up the monotony.
Example Structure:
Subject: How to book 3x more meetings (in half the time)
Hi Neha,
Outreach burnout is real. That’s why we created a simple 3-step playbook for busy SDRs who want results, not more stress.
Inside, you’ll learn:
- How to craft irresistible first lines
- The follow-up timing that actually works
- Our secret weapon: AI-assisted personalization
Grab it now and start getting real replies.
[CTA: Download the Playbook]
Cheers,
John
6. Closing Line: Leave Them Smiling (Or Clicking)
Your closing line is your curtain call. Even if your reader is skimming, the last thing they see should leave a good taste in their brain.
Depending on the context, your closing can be warm, formal, friendly, or action-driven. Some go-tos:
"Let me know what you think."
"Hope to connect soon!"
"Looking forward to hearing from you."
Even a well-placed "Cheers" can work wonders.
7. Email Signature: The Digital Handshake
This is the part too many people phone in. Don’t be one of them.
Your email signature should contain:
Your full name
Title/role
Company (with a link)
Contact details (email, LinkedIn, or phone if appropriate)
Optional: headshot or logo for visual trust cues
A sleek, professional signature gives your email a polished, trustworthy finish.
Want an edge? Use a signature generator (like Manyreach’s built-in one) to make sure it looks fab across devices.
8. The Call-to-Action (CTA): Your Digital Mic Drop
Every email you send should have one clear thing you want the reader to do. Not five. One.
Book a call
Download a resource
RSVP to an event
Reply to your question
Make your CTA action-packed and easy to spot. Think buttons (in HTML emails) or bold hyperlinks (in plain text).
Some high-performing CTAs:
"Schedule Your Free Demo"
"Let’s Chat—Book a Time"
"Download Your Guide"
"Take the Quiz"
Pro tip: if it's your first cold email, stick to plain text with a subtle, low-pressure CTA like, "Would you be open to chatting next week?"
Bonus Bits: Cold Email Best Practices (Because We Love You)
Avoid Spammy Phrases
Skip the "Buy now!!!" or "Get rich quick" type language. Filters hate them. Readers do too.
Stick to Mobile-Friendly Lengths
Around 150-200 words is the sweet spot for cold emails. Newsletters can be longer but chunked up visually.
Break It Up
Bullet points. Short paragraphs. White space. Your email shouldn’t look like a novel.
Images? Sure, But Lightly
A tasteful product screenshot or friendly headshot = good. An image-only email = nope.
CC when everyone should be in the loop. BCC when privacy is important (or when you're mass-sending).
You deserve some help, you know that right?
FAQs
1. How long should my email be?
Shorter is usually better—aim for 100-200 words. Just enough to intrigue, not overwhelm.
2. Should I personalize every email?
If you can, absolutely. With tools like Manyreach, you can easily personalize your emails at scale. So, while Manyreach does your task, the reader thinks, it’s all you.
3. Do I really need a preheader?
Absolutely—you do need a preheader. Why? Because it’s free real estate that shows up right next to your subject line in most inboxes. Think of it like the movie trailer to your subject line’s headline. Done right, it gives a little more context, teases the value inside, and boosts open rates without breaking a sweat.
4. Can I use emojis in subject lines?
If it fits your brand and audience, go for it. Just don’t overdo it—one emoji max. Think of it as seasoning: a little adds flavor, too much ruins the dish, and the email lands you in the spam folder.
5. What’s a good CTA for a cold email?
Something soft like "Would love to hear your thoughts" or "Open to a quick chat?" Avoid aggressive pitches in the first email.
6. Should I send HTML emails or plain text?
Plain text feels more personal, great for cold outreach. HTML is good for newsletters or updates. Whichever you choose, just make sure it aligns with your goal—and doesn’t look like it was designed in 2003.
7. Can I use images in cold emails?
Use sparingly. A logo or signature image is fine. But don’t rely solely on visuals—your message should stand on its own.
8. When’s the best time to send emails?
Mid-week mornings tend to work best. But test what works for your audience—every niche is different. Happy emailing!
Conclusion: You’re Not Just Sending an Email. You’re Starting a Conversation.
A cold email is more than a digital note—it’s your handshake, your elevator pitch, and your first impression all wrapped into one. When you thoughtfully craft each part—from the sender name to the signature—you’re not just improving open rates, you’re building trust and generating real responses.
If you're looking to level up your cold email game without tearing your hair out, Manyreach is here to make it ridiculously easy. We combine automation, personalization, and smart outreach flows so your emails actually get replies—not ignored.
Try it out, experiment with the parts we’ve covered, and watch your engagement take off. Your next great conversation starts with a killer email.
Wondering how to ask for an appointment without sounding awkward or needy? This guide will show you how to request a meeting, without losing your personality.
