Do you ever get frustrated when your emails seem to be ignored? If people don’t answer your emails, don’t respond fast enough or don’t understand what you write, maybe the problem is your emails. Here are five tips to help you write better emails—ones your recipients will read and act on.
1. Use a clear subject line. Your subject line should be brief but attention-getting so recipients quickly understand what the email is about. Stay away from vague subject lines like “Question” “Hi” or "1 more thing.” It’s much more useful to the recipient if you clearly label the email. Writing subject lines like, “Quick Question on Winston Project,” “Smith Proposal Attached” or “[Mutual friend] referred me to you” are all good ways to get attention while letting the recipient know what to expect.
2. Keep it short. Who wants to page down through a multi-paragraph email—especially these days when more and more people are reading their email on smartphones? Keep your email as brief as possible (ideally, no more than 5 sentences). Use line spaces between sentences so the email is a fast, easy read. If you must convey something complex, consider whether it would be better in an attachment instead of in the email, or whether you need to actually talk to the person face-to-face or by phone.
3. New topic, new email. Don’t piggyback a new topic onto an existing email chain. If the chain titled “December Sales Meeting” morphs into a discussion of redesigning your business website, people are going to get confused. When a new topic arises, start a new email chain. Also, avoid discussing more than one topic per email. Your emails are more likely to get read if you send several brief emails on different topics than one long email that covers six things.
4. Include a call to action. Just like in an ad or on your website, if you want the reader to take action, come out and say so. Include a time frame or deadline, and any contact information the reader may need to respond. For example:
Are you available for a conference call next week to discuss the next step in the Acme project? It should only take 30 minutes.
I am available M-W between 9am-noon EST, Thursday 9-5 EST and Friday 2-5pm EST.
Please call or email and let me know your availability.
5. Follow up. Don’t be a pest who emails daily, but if a few days go by without a response, it’s wise to follow up either by email or phone to make sure the person got your email.