An average office worker gets over 100 emails per day. That’s a lot of competition for your message. So how do you actually spark the attention enough to make people open your email and what more – reply to it? Crafting a truly catchy email doesn’t have to be a chore. A little effort is good enough to ensure your message stands out even in the fullest inbox.
Here’s the now actually not so secret recipe for writing emails that are engaging, effective, and get read:
1. Subject line success: Make an awesome first impression
Think of a subject line as your email’s headline, and with this in mind:
- Keep it concise: Choose 5-10 keywords that express your message.
- Show curiosity: Ask a question, offer a benefit, or create a sense of urgency.
- Make it personal: Use the recipient’s name or mention something relevant to them.
- Avoid clickbait: Misleading subject lines will damage your credibility.
2. Greeting with grace: Set the right tone right in the beginning
- Be professional: Use “Dear [Name]” or “Hi [Name]” for a formal tone.
- Keep it friendly: “Hello [Name]” works well for a more casual communication.
- Consider your audience: Just as in the real-world situations, adjust your greeting to the recipient and your relationship with them.
3. Body language: Clear, concise, and compelling copy
- Get to the point: Speak your purpose clearly in the first few sentences.
- Use short paragraphs: Break up your text for easy reading.
- Underline key information: Use bolding, bullet points, or lists to draw attention.
- Write in an active voice: It makes your writing more direct and engaging.
- Proofread carefully: Errors can undermine your credibility.
4. Call to action: Guide the reader wisely
- Be specific: Tell the recipient exactly what you want them to do.
- Make it easy: Provide clear instructions or links.
- Create a sense of urgency: Use phrases like “reply by [date]” or “limited-time offer.”
- Don’t overdo it: Too many CTAs or too urgent CTAs undermine your message, so use it wisely.
5. Signature significance: Leave a mark, not just a name
- Keep it professional: Include your name, title, and contact information.
- Add a personal touch: Add a relevant quote or link to your website.
- Promote your brand: Showcase your company logo or underline your tagline in the signature.
Bonus tip: The power of personalization
- Use the recipient’s name throughout the email. Not in every sentence, of course.
- Refer to previous conversations or shared experiences. The relevant ones.
- Tailor your message to their interests or needs.
By following these tips, you can write emails that cut through the clutter and get the results you desire. Even if it’s just the opening of your message. Mastering the art of email writing not only saves you time but also boosts your chances of success. Clear, concise, and engaging emails mean (quicker) responses, smoother collaboration, and ultimately, achieving your goals faster. Now let’s open your email and start the new message with confidence. You’ve got this!
