Although we now have several communication platforms offering distinct features for a more collaborative workflow, emails still have a vital role in our lives, especially for conversations with people outside our personal circles.
The problem is, you are still waiting for a response, and you find yourself wondering if your email was opened and read more times than you can count. Here are some key steps for optimizing your emails:
1. Start With a Compelling Subject Line
First impressions are everything, so it’s essential to have a powerful subject line when sending an email—especially if you want the person to open it. The subject line is the first thing people see, so it needs to pique their attention and make them want to learn more. If your subject line is bland or spammy, there’s a good chance that the person won’t open the email.
On the other hand, if the subject line is intriguing, they are likely to open the email and read what you have written. You only have a few seconds to grab someone’s attention, so make them count.
Here are some tips for writing better subject lines:
- Avoid writing sentences that are too good to be true.
- Personalize your subject line by adding your recipient’s name, your name, or something else that lets them know your email is meant for them.
- Do not write one-word subject lines like “hello,” “hey,” or “hi.”
- Pique your recipient’s curiosity by writing something they might not know.
- Avoid using spammy triggers that can land your email in the junk box. Some examples include 100% free, $$$, double your income now, cheap, don’t delete, once in a lifetime, just to name a few.
- Avoid exclamation points or caps.
Remember that people are busy and receive countless emails every day, so don’t overcomplicate things by coming up with overly long or complicated subject lines. Short and straightforward subject lines are ideal because they make reading easy for everyone who receives them.
2. Write a Killer Opening Sentence
As we mentioned earlier, you don’t have much space to grab your recipient’s attention with your subject line. The same principle applies to the opening sentence of your email.
Your opening sentence should be catchy and interesting enough to make your recipient want to read more, and it should also summarize what the rest of the email is about. If possible, try to avoid introducing new topics in the opening sentence, as it can confuse your reader.
Here are a few tips to help:
- Start with a question. Asking the reader a question is a great way to engage them and get them interested in what you write.
- Make an observation or share a statistic that will catch your reader’s attention.
- Share a personal story relevant to the topic.
- If you want the reader to pay attention, then your email opener should be unique and stand out from others that they’ve received. Avoid trite opening lines like “I hope this finds you well” or “Hope all is going well on your end.” Depending on the purpose of your email or your recipient, you could go for something fun and creative like, “I hope you’ve had your coffee already,” or “I promise this email is shorter than the previous ones.”
3. Polish Your Spelling and Grammar
You are most likely to use emails in professional settings, and an effective way to improve your open rate is to have well-written and error-free emails. Typos and grammatical mistakes can make you look unprofessional and sloppy.
If you are not confident in your self-editing skills, it’s best to get someone else to proofread your email before sending it. A fresh set of eyes can help you catch mistakes that you may have missed.
Alternatively, you can leverage editing tools like Grammarly or the Hemingway App to polish your emails. Just be sure to double-check the corrected version for accuracy before hitting send.
4. Be Concise—Get to the Point
No one likes to read long, meandering emails, and writings that ramble on for paragraphs without getting to the point are likely to be ignored or deleted.
When composing your email, get straight to the point and avoid beating around the bush. This will help you ensure that your message is communicated effectively.
In addition, if you have a lot of information to share, try breaking it down into smaller chunks so that it is easier for your recipient to digest. Use headings and lists where possible to organize your thoughts and make it easy for them to skim through your email quickly.
5. Provide Useful Information
Eliminate filler words and phrases like “just,” “actually,” and “very.” They add no value to your message.
You should also avoid using acronyms or industry jargon unless you know that your readers are familiar with them beforehand. This will ensure that your emails remain accessible even if some people do not have specialized knowledge about what you are discussing.
If there is any key information about an event or topic that someone needs before deciding, be sure to include this right away, so they don’t miss out on anything important while reading through the rest of your email.
6. Send Emails at the Right Time
There isn’t one perfect time for sending emails—it depends on the content of your message and what you want from your recipients. Just be mindful of when people are most likely to be available and adjust accordingly.
For example, if you are sending an email related to a specific event, it is vital that you avoid sending it too early or too late. If possible, try to schedule them for optimal times, like during work hours.
Improve the Open Rate and Readership of Your Emails
Having your emails go unread can have a severe hit on your productivity and the profitability of your business.
There are several reasons people ignore your emails, some of which are beyond your control. However, implementing these tips can help you improve the open rate, readership, and response to your emails.