How to Show Your Personality in Emails

I have a saying I use on occasion: “They have the personality of a 2 x 4!” which, in essence, means no personality at all.

Many email misunderstandings stem from not using extensive language to detail and explain our point of view and to reflect the desired tone. Not showing any semblance of personality also contributes to that.

Personality in Emails?

Do you need to add more personality? Start by reading your email out loud before you hit Send.

Does your email sound robotic or curt?
Are you just blurting out what you want to say, or are you typing in such a way as to encourage a conversation?
Could anyone have written those words in that way?
Would those who know you know you wrote that message?

Showing your personality in your email communications requires you to be more conversational.

conversational: adjective

of, relating to, or characteristic of conversation: a conversational tone of voice.

able or ready to converse; given to conversation.

Show your unique personality in your writing style! How do you do that? Simple — just type as if you were conversing with that specific person on the other side of the screen.

Why is this extra effort necessary? Because it lends to nurturing relationships and avoiding miscommunications.

For example, I have one contact who is extremely dry and terse in his emails. Due to his tone, there have been times when I have assumed he was just having a bad day. Everyone assumes, even if ever so slightly when it comes to email!

You may even assume he is a jerk if you don’t know him personally. But he isn’t! He is the nicest guy you would want to meet. Every time we have a meeting, I am pleasantly reminded of how nice and funny he is!! But you would never know that by his email alone.

By not reflecting his personality in his emails, I think he is missing out on folks getting to know what a neat guy he is. Unfortunately, he risks turning off those who don’t know him well yet or have not or may never meet him in person. That is why it is essential to hone your writing skills and reflect your personality in online communications.

To show personality in emails, you can create a warm, relatable tone without compromising professionalism. Here are some tips for injecting personality effectively:

Tips to Show Your Personality in Your Emails

Start with a Friendly Greeting

Use a natural greeting tailored to your relationship with the recipient. For example, instead of a standard “Dear [Name],” try “Hi [Name]” or “Good morning, [Name]” if it’s a casual or familiar contact.
Personalize it if you know something about their recent activities: “Hope your week is going well!”

Be Authentic and Conversational

Write as you would speak in person, within reason. Avoid overloading with jargon or corporate speak, which can come across as stiff.
For example, instead of “I am reaching out regarding…,” you could say, “I wanted to connect about…” This small change can feel more natural.

Add a Personal Touch

Mention something specific about the person or context if possible: “I enjoyed our last conversation about…” or “I saw that [something relevant to them]—hope it’s going well!”
Reference any shared experiences or common ground if you have it.

Use Humor (Sparingly)

A lighthearted comment can make an email memorable, but be cautious with humor, especially if you don’t know the recipient well.
A small, friendly line like “It’s not quite as exciting as [something relatable], but here’s the update…” can add charm without overdoing it.

Mind Your Tone with Word Choice

Use words that convey warmth and approachability. Words like “excited,” “happy to,” or “looking forward to” can make your message feel positive and personable.
Keep sentences concise and avoid overly formal or complex language, which can come across as impersonal.

Share Relevant Stories or Examples

If it fits, a brief anecdote can add personality and clarity. For instance, “This tool has saved me from so many Monday morning scrambles!”

Sign Off with a Friendly Closing

Instead of the standard “Sincerely” or “Best regards,” try something warmer like “Looking forward to hearing from you,” “Thanks so much,” or even “Have a great day!”

Add a Fun Signature Line

Include a unique sign-off or tagline in your email signature, such as a favorite quote or a short message that captures your personality.

Example Emails

Before:
Dear Alex,

Please find attached the report. We will discuss it during the upcoming meeting.

Best regards,
Jordan

After:
Hi, Alex,

I hope your week’s going well! I attached the report we’ll review during our meeting. I’m excited to dive into the findings with you.

Thanks so much, and see you Thursday!

Best,
Jordan

These minor tweaks help create a warm, memorable impression while keeping things professional.

Go Ahead — Be You!

People prefer to communicate with those who seem friendly and approachable, don’t you? (Especially and more importantly, when it comes to Business Email!)

By being conversational and adding your personality to your email communications, those who don’t know you will also discover what a neat person you are!