Emails are an integral part of the work that millions of us do every day. And when we are writing them, it is important to get them noticed and not be lost in the endless pile of incoming correspondence. I wrote down a few suggestions on how to write emails that always get a reply.
The Importance Of Emails
Apparently approximately 300 billion emails are sent every day. Many of us may hate the sound of another email landing in our inboxes, but they are an integral part of many of our lives at work. It is still the primary method for sending information, and will probably remain that way for many years. Many workers have to deal with over 100 emails every day, a daunting thought. So you can see why it is important why you must make your email stand out. And not be lost in the pile.
Did You Ever Learn How To Write An Email?
I certainly did not. The only guidance i got as an office worker for the Department For Work and Pensions was how to compose my signature at the end of every email. So perhaps it is about time it was looked at, for maximum effect and productivity. It is strange that so much time is spent learning about other aspects of work that are rarely needed. Yet this important skill is overlooked most of the time. Devising an effective email on a regular basis can transform your work productivity and effectiveness.
Write Emails That Always Get A Reply – First Impressions Last
And by this we must of course discuss the subject line. It is as important as the content much of the time. Certainly for getting attention and getting that email opened immediately. It is your chance to get noticed. And to engage with the recipients of the email. It is not just people reading your emails. Because ideally you want them to not just read them, but prioritise them over other unread emails. That is the key to success, as it means a quicker reply and resolution of any issues. Experts say that three things make an effective subject line: Ideally it must be short, call for action and indicate familiarity with the recipient. Do those three things and you are off to a perfect start.
Write Emails That Always Get A Reply – Add Personality To Your Email
Emails tend to be text only, in black ink. It is what we expect, what we see on every email. But it doesn’t have to be that way. I receive newsletters via email that are effectively a full web page or article in my inbox. There is no reason emails cannot follow similar trends. Jazz them up and make them more visually appealing. Anyone who has spent time on social media will appreciated the value appeal. It ensnares interest more than text ever could. What you aspire to do is visually engage your readers. Now some guides may suggest gifs or emojis as part of that policy. I am not convinced on both, but it is subjective. And it is up to you to gauge your audience and decide what is appropriate.
Be Concise
Or basically, get to the point. Emails should not resemble War & Peace, but be short, informative and be concise. Make it clear immediately what the email is about and the points you wish to cover. Many people barely read emails even after opening them, so you need to keep the attention of those that open yours. And that means to keep it interesting from the first word. If you need more detail, you can include an attachment that bulks out what you wanted to say.
Write Emails That Always Get A Reply – Personal Touch
If you want to connect with your email recipients, or for them to connect to you, then name them in emails. As long as your email is not going to a large group of people, this is easy to do. People will appreciate that they are part of the email. It removes the common feeling of emails being soulless, faceless items that are just thrown out there. The personal touch should help make a recipient deal with the email and take it more seriously. Just ensure you spell their name correctly!
Finish On A High
In the event that you have something significant to say or something vital you need from your beneficiary, or something awkward to say, take a stab at placing it in the P.S. line. This is the last impression, which isn’t also known as the initial feeling. However, it very well may be similarly pretty much as amazing as it’s the one thing that sticks with your reader even after the rest is neglected. First impressions count, but so does the final message you deliver as they end the email and move on.
