Read this before you press send.
Follow these ten simple tips and tricks to sharpen your emails and get the response you want.
1. Tailor to the recipient
Don’t spray and pray - mass blanket emails just don’t get read beyond the first line. Taking the time to tailor your emails to the receiver is worth the extra time and effort. Use their first name and understand what they want so you can structure the email around a solution.
2. Lead with your main idea
Start with the crux. Tell the reader why you are contacting them in the first line, then flesh out the rest of the details.
3. Keep it concise
No one wants to read a long, convoluted email. Remove unnecessary words and keep it to the point.
4. Use active voice
Instead of writing 'The meeting will be held in room 2', write 'I’ll be delighted to see you at the meeting in room 2'. The active voice is clear and direct to elicit the response you want.
5. Proofread and edit
Check your email is clear, concise and error-free. Stick this checklist in your workspace to wipe out email mistakes:
- Subject line
- Image copyright
Check each point twice to eradicate errors.
6. Add a catchy subject line
Give the reader a reason to open the email. Pick the most relevant, catchy and pertinent information and avoid clickbait – it might boost the open rate but it will also boost unsubscriptions.
7. Be polite
You can make any point politely and it won’t come back to haunt you down the track.
8. Don't hit send
Sending an email is a simple way to tick off a task, but according to Collective Hub, it takes asking six people face-to-face to achieve the same effectiveness of a 200 recipient email blast. See where you can wipe out email and communicate in real time instead – especially when asking for a pay rise, pitching to investors or asking to meet a superior.
Useful tools to improve your email:
As with most things in life, there's help on the internet. These tools will help you get the most out of your emails:
- Easy Word Count will check the length of your emails, ensuring that they aren't too long. You can also check your spelling too.
- Boom Essays: Want someone to check your emails before you send them? Send them to this service, where they can proofread them for you.
- Paper Fellows: This writing community will help you get the most out of everything you write at work.
- Assignment Help: If grammar’s not your strong suit, this writing service will help you get to grips with it.
- Cite It In will help you get the right citation for any source you use in your writing.
- Essay Services: Got an important email to write? This service can put it together for you.
Use this advice the next time you are writing an email. It's amazing how much a simple message can improve when you implement these simple steps. Send effective emails to receive the response you want!
Mary Walton is a content manager at resume writing service Resumention. She helps businesses improve online presence and coaches entrepreneurs in business writing. Mary blogs on Simple Grad, her educational blog.