Everyone knows the frustration of an overflowing inbox. Given the sheer volume of messages, most people simply can’t read them all. As a result, many emails are never opened. If your messages are getting overlooked, here’s how to make them stand out.
Subject Line
The majority of people will scroll past anything that doesn’t capture their attention. An effective subject line is brief and descriptive. Use it to tell your recipient what to expect in the correspondence. It should be concise and to the point. Never mislead someone with a marketing ploy such as “Limited Time Only” or “Free iPhone.” When possible, use fewer than 45 to 50 characters so your text does not get cut off when viewed on a mobile device.
Establish a Positive Reputation
If the recipient trusts you aren’t spamming them with “junk” mail, they’re more likely to read what you have sent. Your previous reputation has a great deal to do with whether they will open your email (or not.) They’re confident you aren’t wasting their time or asking to support your latest “get rich quick” scheme.
Keep Your Message Short and Focused
Get your point across in as few words as possible. Densely packed words are difficult to digest, especially on a small screen. Short paragraphs and plenty of white space make for easier reading. Most people access their emails on a cell phone, and the first few words are all they will be able to see – make them count!
Have a Quick Response Rate
The web moves at a fast pace. Your recipients expect a reply within a couple of hours, especially if they need a problem resolved. Set aside a period in your day to answer emails that come in during the day. Creating a schedule allows you to control your time and be more productive so that you can answer promptly.
Choose the Best Time to Communicate
Avoid sending business correspondences between Friday afternoon and Monday morning. On the cusp of the weekend, people are anxious to wrap up their day and the first few hours of the week is when everyone is sorting through emails in a hurry. The best period to get your email read is Tuesday through Thursday, during a regular work hours. Before you hit “send,” ensure the time zone is ideal for the receiver. For example, if it’s 10 AM in New York, it’s midnight in Australia, so this would not be an optimal time to send anything.
Avoid Red Flags
Marking your messages as a priority, unless it is one, is a bad idea. Only use this option when it’s absolutely necessary. Skip all caps because it comes across as aggressive. Additionally, “Reply All” should only be used when the input of the group is pertinent. In other words, make it easy for the reader to want to respond back.
Proofread
Before you hit send, take a moment to spell check your document. Double check the correct spelling of your client’s name and make sure you are using the correct honorific. Small details play a large part in the decision to reply to your email.
