“With the volume of email we all receive, you can’ afford to keep writing bad emails that get ignored or deleted. When you follow all of these steps, you will maximize the chances of your emails getting opened, read, and acted upon!” Below is a blog by Carson Tate:
Are people not reading your emails? It’s frustrating when people don’t respond to emails. Your coworkers may never get that important information about a project you’re working on, and your boss may never answer the urgent question you have. Why? They probably get so many emails every day that they choose to ignore some of them to save time. Some of your emails may even get deleted without your recipient ever reading the message.
How to Get People to Read Your Emails
You need to figure out a way to make your recipients want to read your emails. Here are some simple tips to maximize the likelihood of your recipients reading your emails and actually taking the action you want them to.
Proof Your Emails Before Hitting Send
Proofing an emailing usually takes just an extra minute of your time, so there’s really no excuse for not doing it. If you choose to send an email with little to no punctuation, poor grammar, or simple typos, it shows a lack of professionalism. You are conveying a lack of time and attention to your recipient. When they see your email, your recipient may wonder how much you actually care about them reading your email. If you can’t take the time to go back through your email and make sure it’s clear and correct, why should they bother to read that same message?
Grammar, punctuation, and spelling errors are distracting. They detract from the message you’re sending and, in some cases, confuse the reader. If you want to be an effective communicator, you should always read back through your emails and make any necessary adjustments before you hit send.
Be Brief, Succinct, and to the Point
Email was invented to communicate information instantly. It’s a time-saver. But when you send someone an email that’s pages and pages long, you’re taking advantage of that person’s time. Most of us are reading our emails on mobile devices now. All of the scrolling through tiny text makes it especially difficult to read lengthy emails. So if a person opens up an email you’ve sent and sees that you’ve written them a novel, they probably aren’t going to take the time to read through it. Your email will either get deleted or forgotten before it’s ever read. When you write an email, get to the post quickly. Don’t ramble about unrelated topics or unnecessary information. Figure out the point of your email and don’t stray far from it in your message.
If you really think that you can’t be concise with the email you’re sending, you’re not using the correct platform for your message. Remember that there are other ways to communicate. Just because email has become our go-to doesn’t mean it’s your only option. So if you sit down to write an email and find that you have a lot to say, don’t write the email. Instead pick up the phone or go talk to your recipient in person. You’ll save both of you time!
Make Your Subject Lines Reflect the Current Topic
Your email’s subject line is your recipient’s first impression of you. And it may be their last impression if you don’t grab their attention enough to make them open your email. One sure way to get a person to NOT read your email is by keeping a subject line in an old email conversation even if it doesn’t reflect the current topic. This is off-putting and lazy. For the most effective subject line possible, always include two things:
- What action you want the recipient to take
- The date by which this action needs to happen.
This information will clearly and accurately tell your recipient what your email is about, and that will make them more likely to open your emails in the future.
Send a Link to Access Attachments on a Shared Drive
Sending several attachments in an email is overwhelming and inconvenient. It takes up precious space in your recipient’s inbox, and they have to spend time going through each attachment and downloading them. Don’t overload your recipient’s inbox. Instead, when you have three or more attachments, send a link so your recipient can access the attachments on a shared drive. When your recipient opens your message, they’ll see one link instead of attachment after attachment after attachment. It’s much more convenient and shows your recipient you care.
Include the Project Name and Next Action Steps
Have you ever opened an email that has an attachment but no body text? How does it make you feel? You probably think that the sender is rude to not even acknowledge you in the email. You may also be confused about why you’re receiving that email and what the sender actually wants from you.
Remember this is you’re ever tempted to send an email without body text. It might save you a little time, but it’s lazy and confusing. Give your recipient context. Always include the name of the project the attachment pertains to and what the next action step for your recipient is in the body of your email. It shows the recipient that you’re a professional who cares about effective communication.
With the volume of email we all receive, you can’ afford to keep writing bad emails that get ignored or deleted. When you follow all of these steps, you will maximize the chances of your emails getting opened, read, and acted upon! Don’t continue writing poorly crafted emails that might confuse or irritate the recipient. Take action and write better emails.