If you’re in a business, you likely need to correspond much with your colleagues and customers. Email communication has become commonplace today. So much so that many people compose multiple ones each day. But they often forget to craft a professional email that truly leaves a lasting impression on the recipient. Writing an email effectively is not as tricky as it may seem. You only need to keep some essential points in your mind when writing it. In this article, you’ll find some powerful tips to craft a good email.
Tips for Writing an Email That Makes the Readers Respond
You may be surprised that just making a few changes to your usual email writing can help you improve its quality. Keep reading to know some simple strategies to compose a great email.
Work on making the subject line compelling
Readers open your email by looking at the subject line. Ideally, you should summarize your message while writing the subject line as it compels the reader to open it. Ensure that your subject line imparts a sense of urgency if you are writing an important email. Good subject lines give the recipients an idea of what they can find when they click on your email. So it’s important to be specific while writing it.
Begin with a suitable greeting
A greeting consists of two parts, the salutation, and the beginning sentence. When email writing, your salutation will depend on your case. It’s better to begin with, ‘Dear’ when you compose a formal email. On the other hand, if you’re writing to a familiar person, it’s fine to use ‘Hi (name)’ or ‘Hey/Hello (name).’ Some good salutations to use in the opening of your emails are as follows:
- Good morning
- Hello team
Come to your point quickly
You should come straight to the point when writing an email. Otherwise, you’ll only make your readers lose interest in reading your mail. No one likes to read long emails. You won’t get the response you are looking for if you don’t convey the critical information immediately.
Write a concise and short email
Did you know that people exchange approximately 3.19 billion emails globally? It implies that people today spend much time reading emails. But since they have loads of emails to read, they only scan them to find what it’s about. If it does not seem interesting, they’ll not bother to spend more time on it. So, you must optimize your email for scannability. It means keeping your paragraphs short and inserting bullet points. It improves the readability of your email because of which it will have a higher chance of getting a response.
Keep the closing straightforward
After typing the content, you must close off your message. A simple closing goes a long way in making your email look more professional. Closing lines in email writing should not indicate any sense of urgency. They should be very straightforward. Some effective closing lines are as follows:
- Best regards
- Thanks and regards
- Kind wishes
- Thank you
Ensure that the information you put is accurate
Most people make emails for business communication. So, they become legal documents. When you are writing email, you must take every step to check that all the information is accurate. Otherwise, you will only embarrass yourself or make a costly mistake. For instance, if you write a proposal and make an error while typing the cost, you can be held to the agreement. So, an extra round of proofreading will help you eliminate any kind of mistakes.
Know the difference between formal and informal situations
If you compose an email for a close relative or colleague, you can use smilies and abbreviations. These shortcuts point to friendly intimacy. But they don’t imply the same when creating a formal email. On the contrary, it only demonstrates that you don’t have much regard for them. You must know when your reader wants a more formal approach and write accordingly.
Use CC and BCC suitably
The CC field is used to loop in a crucial reader or recipient. On the other hand, you can use the BCC field to include a person without the main recipient’s knowledge. You need to use both these fields with caution. Otherwise, it will cause you to make the wrong impression on your recipients.
Taking time to think about exactly what you want to convey before writing an email will help you to craft thoughtful mail. Use these tips, and soon, you will find the quality of your written message improving manifold. You can also connect with a professional email writing service for the same purpose. It will save a lot of your time, and you’ll receive expertly written emails.