7 Essential Parts of An Email Anatomy & Best Practices [2025]

Why do some emails get all the clicks while others go straight to trash?

It’s rarely about the offer. More often, it’s the structure, the way the email is put together from top to bottom.

You can have the best message in the world, but if your subject line flops or your CTA gets buried, it won’t matter.

Email marketing delivers an average ROI of 3,500%, which makes it one of the highest-performing channels out there, but only when each part of the email is built to convert.

I’ve seen this play out across hundreds of campaigns. When emails get ignored, it’s almost always the same problem: the email looks fine, but the core structure is off.

So, if you’ve been wondering why some of your emails flop while others do okay, this blog is going to clear that up. You’ll learn how to structure your emails for more opens, more clicks, and ultimately more sales.

Let’s break down the essential parts of an email and how to get each one right.

What Are the Parts of an Email Address?

Before you even get into writing an email, it helps to understand the anatomy of an email address — because believe it or not, it says a lot about you.

The structure is simple, but it carries little signals about your identity, professionalism, and even whether your emails will get delivered properly.

Here’s what makes up an email address:

i. Username

This is the part before the @. In the early internet days, people used fun nicknames here. But now? If you’re running a business or trying to look professional, stick with your name or initials.

For example, jmartinez looks a lot more legit than something like rockinchick987.

ii. @ Symbol

This just separates the username from the domain — basically saying, “this user belongs to this domain.”

iii. Mail Server

This is the part after the @ — like gmail.com, outlook.com, or your own domain if you have one. If you’re sending emails for your business, it’s always better to send from your own domain (like yourbusiness.com) instead of Gmail or Yahoo. It looks more trustworthy and professional.

iv. Top-Level Domain (TLD)

This is the tail end, like .com or .org. Some TLDs carry meaning — .edu for schools, .gov for government, .mil for military, but for most businesses, .com is still the best bet. It’s what people expect and trust.

7 Essential Parts of An Email Anatomy

There are about seven essential email parts, each playing a crucial role in delivering your message effectively.

1. Subject Line
2. Pre-header
3. Branded Header Graphic
4. Main Message
5. Call-to-Action
6. Supporting Message
7. Footer

Let us learn about all the parts of the email structure in detail so that you can make successful email campaigns easily.

1. Subject Line – Drawing Attention

The subject line is the first thing your reader sees. It’s what decides whether your email gets opened or skipped.

If you’re writing cold emails or sending regular campaigns, the structure of your subject line matters more than the offer itself. The best subject lines are simple, direct, and relevant to the reader.

Let’s break down how to write subject lines that get results:

i. Personalization and Relevance

Generic subject lines look like mass promotions, and people usually ignore them.

When you personalize based on someone’s name, role, or recent activity, it immediately feels more relevant.

For example: Instead of writing: “Top SEO tips for your site” Try: “Saw you work in real estate—this SEO fix can help your listings.”

It doesn’t just feel personal. It shows you’ve put effort into listing the tips. That’s the kind of targeted email people are more likely to open.

ii. Length and Clarity

Most email clients cut off subject lines after 50 characters on mobile and around 70 on desktop. That’s why shorter is better.

Stick to 4–9 words. Get to the point and be clear about what’s inside.

For example: Too long: “Here’s a complete breakdown of our brand-new automation features.” Clear and concise: “New automation to speed up your funnels”

If it takes more than one glance to understand, it’s too complicated.

iii. Avoiding Spam Trigger Words

Certain phrasesnlike “limited-time,” “free,” or “act now,” are common in mass marketing. Spam filters catch them fast, especially if you haven’t warmed up your domain properly.

But more than that, readers scroll right past them because they look like ads.

Here’s a better approach: Instead of: “Limited-time discount on WPFunnels templates” Try: “For your next campaign: new WPFunnels template drop”

You’re still offering value, but without sounding like a pushy ad.

The goal is to sound like a person, not a promotion.

2. Pre-header – Supplementing the Subject Line

The pre-header is that short line of text that appears right after your subject line, usually in inbox previews on mobile or Gmail.

Think of it like a second chance to convince someone to open your email.

Get 14+ proven ideas to increase your email open rates from this guide.

If you don’t write a pre-header, most email clients will just grab the first line of your email body, which isn’t always helpful. You’ve probably seen emails where the preview text says something like: “Having trouble viewing this email? Click here”. That’s wasted space.

A good pre-header should expand on your subject line and build curiosity, without giving everything away.

Here’s how to write one that actually helps:

Optimizing Pre-header Text for Engagement

• Keep it short: Aim for 40–50 characters so it shows properly across devices.
• Tease the content: Give a hint, not the whole story. Example: Subject line: “How to boost your email clicks” Pre-header: “One small tweak that can double engagement”
• Show clear value: Why should the reader care enough to open? Example: “Grab your free template inside” or “See how top creators build their funnels”
• Sound human: Like the subject line, avoid sounding like an ad. Example: Spammy: “LIMITED TIME OFFER—OPEN NOW!!!” Better: “Something useful for your next launch”
• Personalize when you can: Even adding the reader’s name or niche can increase open rates.
• Test variations: A/B test different styles (teasers, benefit-driven, casual) to see what works for your list.

One simple tip: after writing your subject line, think of the pre-header as the “second sentence” of your pitch. If your subject line starts the conversation, the pre-header should make them want to hear more.

3. Branded Header Graphic – Visual Identity

Think about this way: when someone opens your email, how quickly can they tell it’s from you?

That’s exactly what your branded header helps with. It’s like the banner at the top of your email—a small space that does a lot of heavy lifting for your brand.

A strong header graphic reminds readers of who you are right away. It grabs attention, sets the tone for the rest of your message, and builds brand recognition over time.

Here’s how to do it well:

• Use your brand colors
• Include your logo
• Keep it clean and not too tall (so it doesn’t push your message too far down)

Here’s how we did it for our plugin’s 3rd anniversary

So, the goal is: when someone sees this header, even for a second, they know it’s you. That way, your future emails stand out faster in crowded inboxes.

Another thing is- stay consistent. Re-using the same header style helps build that recognition over time. Remember, you’re not designing a billboard; you’re helping the reader connect with you.

4. Main Message – Core Content Delivery

Now we’re at the heart of your email: your message.

This is where most of the action happens and, honestly, where many emails fall flat. Either poor email copywriting or too long message, or too much fluff on why the reader should care.

So here’s the key: make it about them, not you. Readers don’t open emails to learn about your business. They open them thinking: “What’s in this for me?”

Your job is to answer that fast.

When writing the body of your email:

• Keep paragraphs short
• Focus on 1 clear idea per email (don’t overload it)
• Highlight the benefit to the reader
• Use clear CTAs (calls to action), so the reader knows what to do next

If it helps, imagine writing to one person, not a list. That mindset makes your tone more personal and less “marketing-y.”

And yes, using emotional triggers (urgency, FOMO, curiosity) is great. But only when it feels natural to your brand voice.

At the end of the day, if your email leaves the reader thinking “That was helpful—now I know what to do”, you’ve done it right.

5. Call-to-Action (CTA) – Driving Engagement

Now, it comes your CTA, the clear prompt telling readers exactly what you want them to do next, whether it’s “Register Here,” “Get Your Discount,” or “Learn More.”

Getting your CTA right means more clicks, more engagement, and better results.

Let’s break down what makes a CTA work:

i. Placement and Design

Where you put your CTA and how it looks matter a lot. You must want it to stand out but not scream “Look at me!” in a distracting way.

That’s why-

• Use bold, contrasting colors so the button or link pops
• Make the font size bigger than regular text
• Try a button shape that catches the eye, rounded corners or a slight shadow can help
• Place it where readers naturally pause; the start, middle, or end works, but don’t hide it at the bottom after a wall of text

All you need to make sure the reader can spot the CTA instantly without hunting for it.

ii. Action-Oriented Language

Keep in mind- words matter a lot in CTAs. Your CTA needs to tell readers what to do next and why they should do it now.

Phrases like:

• “Apply Now”
• “Download Your Guide”
• “Claim Your Spot”

are clear, direct, and create a sense of urgency.

Avoid vague CTAs like “Click Here” instead, get specific about the action and benefit.

When your CTA uses strong, energetic verbs, it nudges readers toward clicking without confusion.

6. Supporting Message – Supplementary Information

After your main CTA, you might want to add some extra info, like more details about your offer, links to helpful resources, demo videos, or case studies.

This supporting message can boost trust and convince readers who need a little more before taking action.

But here’s the trick: don’t let this section steal the spotlight from your CTA.

Leave enough space after your main button so readers don’t get overwhelmed. If your supporting message feels too bulky or distracting, it’s better to keep it short or skip it altogether.

Remember, your primary goal is to guide readers toward that CTA. The supporting message should gently reinforce that, not compete with it.

7. Footer – End of Email with Business Reference

The footer is the last part of your email structure. And unfortunately, it’s one that a lot of people forget about, but it really matters.

It’s where you show that you’re a legit business, give people ways to contact you, and (very important) let them unsubscribe if they want to. If you skip it or do it wrong, you’re going to lose trust fast.

Here’s what I recommend including:

i. Contact information

You always want to list your business name and physical address. Why? Because people need to know who’s emailing them. If they can’t tell, they won’t trust you.

Say someone signs up for your course funnel and later has a billing issue. If they can see your address and contact info, they’ll feel more confident about doing business with you.

ii. Unsubscribe link

An unsubscribe link in your email footer allows recipients to easily opt out if they no longer wish to receive your emails. This gives them control over their inbox and prevents unwanted emails from piling up.

Having this option ensures that only interested subscribers remain on your list. It improves the quality of your email marketing.

Let’s say someone joined your list months ago but isn’t into your latest offers. If they can unsubscribe easily, great — no harm done, and they won’t hit “spam.”

iii. Preference link

This lets subscribers choose what they actually want to hear about. Also it lowers unsubscribes and keeps people happy.

Maybe you sell both templates and services. With a preference link, subscribers can say “just send me template updates,” which keeps them more engaged.

Extras you can add:

i. Signature

If you’re sending a personal-style email (like an onboarding welcome), adding a quick signature — name and role makes it feel human. But in big promos? I usually skip it — you want eyes on your CTA.

ii. Social icons

Good if you want subscribers to follow you on other platforms. Just don’t add a ton of icons — pick your top 2-3.

iii. Legal disclaimer

Including a legal disclaimer in your email marketing laws helps protect your business by ensuring subscribers understand the terms of use. It’s a simple step to safeguard both parties and clarify expectations.

A clear disclaimer also promotes trust and transparency with your audience, reassuring them that you prioritize their rights and privacy according to email marketing laws.

You may include a disclaimer stating “users must agree to terms of use” to protect you legally. Proper disclosures also promote transparency with subscribers.

Parts of an Email Anatomy Examples

Here is an example of every component of an email so that you can component write a good copy to convert your audience.

Craft a Complete Email With Mail Mint

If you are looking for a suitable tool to craft emails the way you want, have a look at Mail Mint.

Conclusion

Now that you know the essential parts of an email, it’s time to put your skills to work and create great emails.

Mastering these components of an email will take your email marketing to the next level, helping you get better results.

But don’t be afraid to experiment; different campaigns can need different approaches.

Make sure you’re using a good email marketing tool to design, send, and manage your emails with ease.

** FAQs **

How can you improve email deliverability?

• Use a verified sender email and avoid spammy words to stay out of spam folders. Regularly clean your list to remove inactive message recipients and keep your inboxes healthy. Always include a clear subject line and essential custom headers for better message transmission and trust.

What makes a subject line more effective?

• Keep it short, clear, and engaging so it grabs attention fast. Use personalization, numbers, or questions to make it stand out. A clear subject line improves user actions, while clickbait can hurt your credibility. Test different message content strategies to see what works best for your audience.

How often should you send marketing emails?

• 1-3 emails per week keep you visible without overwhelming your message recipients. Stay consistent with your schedule so they know when to expect emails. Track engagement, optimize tone, and include interactive elements like polls or embedded links to boost response rates.

Why is email segmentation important?

• It helps you send the right emails to the right people, making your message content more relevant. Targeted emails with personalized main content get higher open rates and engagement. Segment by job title, behavior, or past purchases to improve performance and encourage essential elements like conversions.

How can you reduce unsubscribe rates?

• Focus on providing value, not just promotions. Keep your content text engaging, useful, and aligned with your audience’s needs. Let subscribers manage their preferences with options like tabular settings, ensuring they get the right content. A well-crafted closing statement and properly formatted mime format emails keep your audience engaged and loyal.