10 Ways to Sound Friendly in an Email

When you’re sending an email to a client, sounding friendly is important if you want them to connect with you and your brand. Writing in a friendly way isn’t always easy, however, and you need to be careful not to cross the line between professional and too-many-smiley-faces! Below are 10 top tips for writing a friendly-sounding email - with examples - that you can start using today.

Want help writing your outreach emails? I can write email templates or email content in a tone that best suits your business. Get in touch now and see how I can help!

1️⃣ Hi there - Hello! - Morning - Happy Friday

Starting your email with a more informal greeting makes your message sound more personal to the individual, rather than a blanket email sent to everyone. Try to use the recipient’s name, too.

2️⃣Do you need - Let us help you - Your product - Your appointment

Speaking to the customer as ‘you’ makes them feel like the centre of attention and as if your service is aimed directly at them and their needs. Talk to your email recipient as if they’re a friend or long-time customer, even if it’s your first contact.

3️⃣We want to - We can - We are - We aim to - Talk to us - Call us

Using ‘we’ and ‘us’ makes your company sound more personable and less formal. Avoid speaking about ‘the company’, as this makes it seem like a third party in the conversation.

4️⃣Thanks - That’d be great - I’ll send over the info - How’s it going with - ASAP

Opt for familiar, shortened forms of words, abbreviations and contractions rather than writing everything out in full - what’s rather than what is, thanks rather than thank you, etc - as these sound friendlier and less formal.

5️⃣Did you enjoy your holiday? - How was the wedding? - Hope you saw the football?

Including a reference to something personal to the customer will make you sound friendly, interested and invested in their feelings. It also shows the customer that you’re paying attention to what they’ve told you before and will therefore make them feel valued.

6️⃣We can do - We will do - We are able to - We know that

Be certain in your language, avoiding phrases like ‘we might be able to’ or ‘we can possibly’ or ‘that could be an option’. Instead, write with confidence and choose positive, can-do phrases to ensure you sound confident, knowledgeable and proactive.

7️⃣We’ll need an ark with all this rain! - Shall I order you an extra coffee?!

Some light humour -where appropriate - can make emails feel more personal to the recipient. A simple, light-hearted comment about something like the weather can also round off a more negative email subject in a positive way.

8️⃣I completely understand - I know how you’re feeling - We get it

Empathising with your email’s reader and acknowledging their feelings is particularly powerful if you’re responding to an email complaint, addressing a problem or asking a big favour of someone. You want your customer to feel heard.

9️⃣Please could you - Thanks for doing - Do you mind if

Politeness goes a long way in all forms of communication, so remember your Ps and Qs and speak to your email readers with respect, even if your language is more casual.

🔟Thanks😀 - Speak soon! - Great to catch up😊 - We’re excited to work with you

Finish your email with a friendly sign-off and use your first name - you can also use an emoji for extra friendliness, though always be appropriate. Avoid a formal sign-off to sound too corporate and don’t just use your generic email signature.