You likely send hundreds of emails a day, often with little thought. Emails make for a quick and efficient medium of communication. However, far too many emails are overlooked or in fact, never opened. How can you then insure that the hundreds of emails you are sending every day are actually being read? After all, research has shown that up to 36% of an individual’s work day is spent reading and drafting emails. Thus, for something that takes up a considerable portion of the day should perhaps be given a little more thought to. They key is not working harder, but working smarter.
One of the biggest mistakes people make when sending an email is simply making it too long. Realistically, how many times have you simply skimmed over an email, not really taking the time to read all the content? Probably more often than not if you are like most people. When drafting emails, you need to make sure that you make them as reader friendly as possible. If you have specific questions you need addressed, bullet and bold them. We a naturally drawn to bold text, thus, if you are simply wanting a few questions answered, it can be wise to make the format of your email as simple as possible. No one wants to be overloaded with paragraphs of text.
In addition, it is important that you consider what your email will look like when it is being pulled up on someone’s phone. The reality is that many of us are quickly responding to emails on our phones. Thus, make the subject line of your email simple and to the point. No need to write a long subject title. If someone is checking their emails, they want to quickly see what an email pertains to and if it is one of great importance. If you include a lengthy subject line for your email, it may easily get skipped over. If you really want your emails to be opened and read, make them short, sweet, and to the point.
Also, make your emails personal. No one appreciates a mass email. Take the time to address someone on a personal note. Also, be sure that you spell their name correctly! There is no faster way to turn someone off then to spell their name incorrectly. Make sure you check the spelling and check it again. Everyone loves to see their name displayed, and emails are no different. People are far more likely to respond to an email when it has been personally addressed to them rather than mass sent out. Even in a technological age, the little details matter.
While sending emails seem like such a simplistic subject, far too many people are sending off emails without putting any thought into them. Remember, emails can be saved, shared, and stored. Be sure that whatever you send is something that you do not mind being seen. With these simple tips, you can be well on your way to drafting emails that not only will be read, but responded to as well.