Whether you’re a personal or business person, email is an important means of communication in this new age. But, with thousands of emails a day going through our inboxes, it’s important to make your emails stand out and get the results that you want. In this paper, I show you five simple strategies to make emails that will catch your attention, make them click, and get you to take action.
1. Craft a Clear Subject Line
Your subject line is the very first impression of your email and is therefore the key decision point for whether or not you are going to open it or throw it away. A quick to-subject heading serves as an instruction for the sender to titrate their inbox purchases.
That’s why keywords should match your email subject line and enable readers to get an idea of what you’re talking about from the subject alone. Say “Meeting,” i.e., “Project Update Meeting – Thursday at 10 a.m.” It does a lot to not only make your email feel like more of what it is, but also means that you have a better chance of it getting opened sooner rather than later.
2. Use a Professional Greeting
A polite intro to an email frames your message. Name the person, if possible – this establishes personal connection and trust.
Good morning greetings may vary depending on the seriousness of your message. “Dear [Name]” is appropriate for formal occasions, and “Hi [Name]” for informal occasions. If you are unsure, always take the professional road. Besides, it is far better to keep it simple than going casual and returning to formal in the middle of your email.
3. Get to the Point Quickly
Short attention spans are on the rise, and sadly it is a short time in the digital age, so keep it short. Shorten the first couple of lines of your email and focus on your email. Simply clarify what your message is trying to accomplish immediately.
For example, you might write “I am writing about our last meeting,” without an opening sequence of inane context. This not only saves the reader’s time, but it puts, in crystal clear terms, what you want to say right at the outset.
4. Organize Your Content
Perhaps the most critical step in creating an e-mail is structuring that content. You want to encapsulate the content of your e-mail into paragraphs or bullet points to make it easier to read. This will allow the receiver to scan the data fast and efficiently. Points, dates and tasks will further walk the reader through the message.
Organisation brings professionalism along with respect for each other’s time. When you keep your emails clean and easy to read, it’s a way of putting a smile on your face and increasing your chances of getting the reply that you need.
5. Be Polite and Positive
Your email tone determines what the e-mail will sound like. A little politeness and cheerfulness will make you feel better and strengthen your connection. The more polite it sounds (“Thank you for your time” or “I appreciate the help”), the friendlier it becomes.
Second, keep your message in a positive spirit. Don’t use negative language or complain, just look for solutions and positive conversations. This will not only help the recipient become more open to your input, but also demonstrate your competence and etiquette.
6. Be As Clear As Possible With Your Call to Action.
Each email needs a purpose and you need to make this as obvious to yourself and the recipients as possible. Every email should be finished with a call to action that tells the recipient exactly what you want from them. When you require them to reply by a given date, go to an event, or do something else, the less vague and complicated your request is, the less likely you are to confuse them and be put on the back burner for responding.
And when there is a good, specific call to action, it not only informs what’s coming but in all probability promotes action. This makes them feel like they have a part to play and that they can complete their tasks.
7. Proofread Before Sending
Proofreading your emails is a step that most people miss. Mispelled words and grammatical mistakes will undermine professionalism and cause confusion. Read through your email for typos, grammar, and phrasing. If not, then use grammar checkers or something like that to help you out.
8. Use a Professional Closing
Don’t leave your email without an official closing line. “Best regards,” “Sincerely,” “Thank you” are fine options. Follow this with your name, title, and contact details. This will ensure that your recipient knows exactly what to do or follow up on.
9. Consider Timing and Frequency
Keep track of the time you’re sending emails. Don’t send late night texts unless it is a very important matter. Don’t send your recipients email after email, either. Gather as much as you can and keep your correspondence both timely and pertinent.
10. Follow Up When Necessary
If you still haven’t heard back in an appropriate amount of time (typically between a couple of days and a week), send a polite follow-up email. A small reminder will encourage you to take action and let people know that you still care about the conversation. But just keep it polite and professional.
Conclusion:
Emails are a great means of communication, advertising, and interaction, but it takes planning and execution to produce an effective email. You can write emails with these five steps and make your audience see your intent, understand your content, and take action. Never forget to clarify your objective and audience, come up with an engaging subject line, write a concise message, incorporate a powerful CTA, and check and tweak your email for maximum impact. Through these tactics, you will increase your email marketing success rate and strengthen your relationships with your followers.
