Pack Your Emails with Power
How many times have you finished reading a lengthy email only to discover you did not retain a single piece of information? You have no idea why the writer sent it to you or what you are supposed to do as a result. Instead, you are left trying to decide whether you should casually move it to your deleted folder or invest more time to call someone who can interpret it for you. No one likes mystery email. Use these simple tips to ensure that your emails are read, or at least not on the chopping block.
- Use the subject line to make a point.
Emails with titles such as “Follow up” or “FYI” can easily get lost in a busy inbox. They are not memorable and do not tell the reader what is included. And the subject line is important – it is the deciding factor in whether 33% of email recipients choose to open an email, or not. So use the subject line space wisely. Tell the reader what they can expect in the email in a short, concise format. And please do not write a full sentence in the subject line!
- Be clear about your call to action.
Put your call to action right at the top of your email! An executive summary is used in reports, plans or proposals to give the reader familiarity with the information that follows. Think of it as the Cliff notes of the business world. You can use this same format to help email recipients put your email into context. Are you sending this as a precursor for an upcoming meeting? Add this note at the very top of your email instead of making the reader hunt for this information. Do you need the reader to follow up with a specific action by a date? Be clear about the next step and deadline. Pro tip – if you don’t have a true call to action, you may want to reconsider the format or length of your communication.
- Use the white space to draw the reader in.
Many people think presentations and advertisements are the only area where design comes into play. Wrong! An email that is easier on the eyes is more likely to be read and a body chock full of text is overwhelming. Use the white space around your words to draw your reader to areas of emphasis. Use bullets and spacing to highlight your main points. Just like an essay or story, your email should have a beginning, middle, and end. This doesn’t mean you should add graphics or pictures to business emails but rather that you should think about organizing the needed information into a digestible format.
Alas, these suggestions are useless unless you proofread your email before hitting send. Ask a trusted colleague or boss to give it a look if this email is going out to a large group or client. If you are doing the proofing, save the communication and come back to it a few minutes later. Alternatively, you can copy the email into a new document and change the font to ensure you are viewing it with fresh eyes.
Originally featured in UBA’s August 2021 HR Elements Newsletter.
