We live in an age where everyone’s inbox is full — promotions, updates, newsletters, and notifications. So, how do you make sure your emails don’t get ignored?

At EmailSchool, we teach one simple truth: “Getting your email opened is harder than sending it.”

Writing an email that actually gets read is an art — a mix of psychology, design, and timing. In this guide, we’ll break down how to write emails that stand out in a crowded inbox, with practical strategies inspired by platforms like Brevo, Mailchimp, and ActiveCampaign.

1. Start with a Subject Line That Earns Attention

Your subject line is your first (and sometimes only) chance to win a reader’s click. A good one sparks curiosity without sounding clickbait.

Examples of Effective Subject Lines:

• “We saved you 20 minutes this week — here’s how”
• “Stop doing this one thing in your campaigns”
• “Your free guide to higher conversions (today only!)”

Pro Tip: Brevo analytics show that subject lines between 6–9 words have the highest open rates.

Avoid overused words like “free”, “limited offer”, or “act now”. These trigger spam filters and reduce trust.

2. Keep the “From Name” Familiar

People open emails from people, not companies.

Instead of sending from “no-reply@brand.com”, send from: “Yasir from EmailSchool” or “The EmailSchool Team”

Studies by Mailchimp show that friendly sender names can increase open rates by up to 27%.

3. Craft a Strong Opening Line

Your first sentence appears in the preview text — the small snippet beside your subject line in inboxes. Use it wisely. Instead of starting with “Hi there” or “We’re excited to announce…”, try something that hooks attention instantly.

Example: “Most emails go unread — but this one might double your engagement.”

That’s the power of curiosity. Your goal is to make readers say, “Hmm, I want to see where this goes.”

4. Focus on One Clear Message per Email

The biggest mistake marketers make is stuffing too much into one email. Multiple CTAs confuse readers.

Each email should have one clear goal: Inform, OR Educate, OR Convert.

Brevo recommends keeping emails around 150–250 words for educational content.

At EmailSchool, we say: “One email, one idea, one action.”

5. Write Like You Talk

Formal emails sound robotic. People respond to conversational tone.

Instead of: “We are delighted to inform you of our latest update.”

Try: “We’ve got something new you’ll love.”

Mailchimp’s tone guide calls this the “human touch” — friendly, short sentences that sound like real conversations.

6. Personalize Smartly

Personalization goes beyond using a first name. Use data from your email platform (like Brevo or ActiveCampaign) to send emails relevant to each reader’s behavior.

Examples:

• “You downloaded our free guide — here’s what to read next.”
• “You’ve been with us for 6 months — thank you!”

These small touches make your reader feel seen.

Stats: Personalized subject lines can increase open rates by 26%, and segmented campaigns can improve CTR by 58%.

7. Use Visuals Wisely

Images help tell a story — but too many slow down load times.

Keep your email lightweight:

• 1 main image (under 200KB)
• Branded color header
• Consistent CTA button style

Brevo templates automatically optimize images for deliverability. If using Mailchimp, preview how your design looks on mobile before sending.

8. Structure Your Email for Easy Reading

Think of your email like a mini blog post. People skim, they don’t read.

Follow this structure:

• Headline (why it matters)
• Hook sentence
• Main point
• CTA

Use line breaks, subheadings, and bullets for clarity. At EmailSchool, we often call this the “3-S Formula”: Simple, Scannable, and Structured.

9. Craft CTAs That Convert

Your Call-to-Action (CTA) should tell the reader what to do — and why now.

Examples of Strong CTAs:

• “Read the full guide →”
• “Start improving your emails today”
• “See your score (free tool)”

Avoid generic CTAs like “Click here” or “Learn more”. Instead, connect the action to the value you’re offering.

10. Timing Is Everything

The best content means nothing if it lands at the wrong time.

According to Brevo’s internal research (2025):

• Tuesday to Thursday performs best
• 10 a.m. to 2 p.m. local time sees highest engagement
• Avoid weekends unless your audience is global

Tools like Send-Time Optimization in Brevo or ActiveCampaign automatically adjust delivery based on user engagement history.

11. Test Before You Send

Never send without testing — even one typo or broken link hurts credibility.

Always check:

• Subject line preview
• Mobile layout
• CTA links
• Image loading

Platforms like Brevo and Mailchimp let you send test emails or use A/B testing to see which version performs better before you send to your full list.

12. Track and Learn from Results

Email writing is not guesswork — it’s data learning.

Track:

• Open rates (are people curious?)
• Click-through rates (is your CTA clear?)
• Unsubscribes (are you over-sending?)

Then iterate. Use analytics dashboards from Brevo or ActiveCampaign to identify what’s working — and what needs fixing.

13. Follow the Golden Rule: Add Value

Every email you send should either: Teach something, Solve a problem, or Make life easier for your audience.

When your readers feel you’re helping them — not selling to them — they’ll open your next email automatically.

That’s the long-term strategy we preach at EmailSchool.

14. Bonus: Email Copywriting Checklist

Before sending, ask yourself:

• Is my subject line clear and relevant?
• Does my first line build curiosity?
• Is my message scannable (short paragraphs)?
• Do I have one main CTA?
• Would I read this email if I received it?

If you answered “yes” to all, you’re good to go.

Conclusion

Writing emails that get read isn’t about luck — it’s about learning human behavior.

Keep it personal, valuable, and simple. Focus on your reader’s benefit, not your product’s features.

Use platforms like Brevo, Mailchimp, or ActiveCampaign to automate, test, and track your growth — but never forget the real skill lies in writing with purpose.

At EmailSchool, we remind every student marketer: “If you respect your reader’s time, your emails will always get read.”