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6 Tips for Writing Emails That Will Get Opened

6 Tips for Writing Emails That Will Get Opened


    Email is my favourite medium of communication.

    It’s personal, easy to execute and takes little time. In today’s world, it is the easiest way to get in touch with somebody…no doubt about it. However, it does take a bit of planning and requires you to put in some thought before you actually compose a message. Your friends and family may be delighted to receive an email from you, but this might not be the case when you are writing with a business purpose in mind.

    The more influential a person is, the busier they are. They might be receiving hundreds of emails in a single day. Unlike most people, they don’t open each and every single email; instead they scan through the subject lines to see which ones catch their eye.

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    You won’t get any closer to your goals unless they actually open your email – and read it. Here are 6 tips that will greatly increase your chances of emails being read — and responded to.

    1. Clarity of Purpose

    Before you even put your fingers on the keyboard, think why you want to write the email (its purpose) and what you want the recipient to do (action). Gather all the information you need to provide.

    Here are some reasons why you want to approach someone who is very important to you:

    • Get in touch with an A-list blogger to pitch a guest post
    • Let a famous author know how much you admire their work
    • Seek a referral from someone
    • Want to interview somebody important
    • Approach a prospect to sell your services

    Notice all the reasons for connecting with someone are vastly different from each other. By being clear in your head you can produce coherent, concise, and effective emails.

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    2. Effective Subject Line

    Compose a subject line that tells them why they need to open the email. Do not send out messages with vague or dogdy subject lines:

    • Please read this (or) Can I have 20 seconds of your time? (Don’t beg for attention)
    • Very urgent (Unless it is, and it will still benefit by adding more information)
    • Hello (Refrain from one word subject lines that say nothing about the message inside)
    • Can I take you for lunch to pick your brain? (Making a request is a huge no-no!)
    • Invitation to join our affiliate program (Making the message sound like it is automated and coming from a website or an online service)
    • Free gift for you inside (Spammy – avoid at all costs even if you are sending a token of appreciation)

    Say what you need to say immediately, preferably in the subject line if possible. People are too busy these days and if your subject doesn’t interest them, they will not click on it. Write a subject line that sums up the purpose of your email (refer to point 1). If you are not entirely clear on your message, you will find it hard to write an interesting subject line that will entice the reader to open it.

    3. A Friendly Salutation/Get to the Point Quickly

    When writing to someone you don’t know, it is better to start with a ‘Hello’ instead of saying ‘Dear Mr Smith’. This is too formal and out of place for informal communication such as email. When you write to someone known to you, just say ‘Hi (Name)’. Don’t try and go overboard unless you know them outside of professional circles.

    Email is meant for simple, quick communication. Say what you want to say, say it quickly, and say it just once.

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    4. Clear Communication

    Make the purpose of your email clear. Let them know how it relates to them, otherwise your email will get deleted in short order.

    They can’t see your body language or tone of your voice to gauge whether you are kidding or not. There is a greater possibility of your emails being misread. Jokes usually do not transfer well, especially when writing to somebody for the first time.

    Remember these principles of effective communication:

    • Replace longer words with shorter ones.
    • Keep your sentences short; use fewer and shorter paragraphs.
    • Break up your paragraphs and use bullet points to make it easier to read on the screen.
    • Pay attention to your spelling and grammar.
    • Edit for jargon. If not, you convey lack of attention to detail and may portray an unprofessional image.
    • Keep it brief, short and concise. Don’t ramble.
    • Give complete information; the recipient should not have to get back to you for more information. Avoid the possibility of confusion and delays.
    • Do not provide lengthy background information. Attach a file if extra information is required.
    • When writing in response to somebody’s email, mirror their approach. How do they usually communicate with people? Did they write two sentences to your four paragraphs email? Match their style to achieve results of your writing efforts.

    5. Informal — Yet Courteous

    Write as if you are talking to them. Keep it conversational, yet never say anything you wouldn’t say to somebody’s face. When feeling emotional, write your email and save it as a draft. Go over it when you are feeling calmer and revise. Always write polite emails.

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    Always think of email as being public. Presume any email you write can be read by anybody else — and write accordingly.

    6. Clear Plan of Action

    What do you want them to do?

    • Perform a specific action. They need to give you more details on a project.
    • Respond with information. They need to confirm if they are available for a conference call the next day.
    • Read only. They need to read your message to clearly understand something. No response is necessary. You are away and need to reschedule a meeting. You will contact again.

    End with short thank you. And don’t forget to add an email signature, your contact details, website, etc. Always write a business email with this point in mind: everyone is busy and gets a lot of email.

    Follow these tips and you’ll not only be able to send better emails, but you’ll send ones that are worth getting opened.

    (Photo credit: Button Mail via Shutterstock)

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    Last Updated on June 2, 2020

    9 Ways to Reach Your Full Potential Every Day

    9 Ways to Reach Your Full Potential Every Day

    Why does it seem like time goes by so quickly? We start a week and before we know it, it’s already the weekend. How can you make the best out of each and every day?

    I want you to be able to reach your fullest potential every single day. Even during the days where you relax and recharge, I want you to enjoy every moment.

    When it comes to reaching your full potential every day, it’s all about planning. If you’re not a good planner, you’ll have to start learning! Those who are good with time management and are organized usually experience a more productive day.

    So, how to reach your full potential? Here’re 9 ways you can start trying.

    1.  Focus on the Big Picture

    “Keep your thoughts positive because your thoughts become your words. Keep your words positive because your words become your behavior. Keep your behavior positive because your behavior becomes your habits. Keep your habits positive because your habits become your values. Keep your values positive because your values become your destiny.” — Mahatma Gandhi

    We live in a society filled with so many distractions, so we can easily get caught up with the stress and frustrations of life. Focus on the big picture. With so many distractions, it’s so important for you to focus on what you want.

    What does the big picture look like to you? What are the goals that you want to accomplish? When it comes to reaching your potential every day, it’s important that you know what the big picture looks like.

    Why do you do what you do? What is the reason that you go to work or come home and provide dinner for your family? When you have purpose and reason in your life, you’re more able to live out each day to your fullest potential.

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    If you are able to see the big picture in your life, you don’t have to just live day-to-day. When you know your purpose, you will be motivated to live each day to your fullest potential: How to Find Purpose in Life and Make Yourself a Better Person

    2. Plan!

    Planning how you want to spend each day is key to reaching your fullest potential each day. Without any planning, you will just get pushed around and have no direction in life. Reaching your potential every day is about planning your day in alignment with what matters to you.

    Focus on what is important in your life. Maybe it’s providing for your family or spending quality time with your spouse. When you are able to live in alignment with that matters to you, you will be able to reach your fullest potential every day.

    Plan your week every Sunday evening. That way, you’ll be able to see your week’s schedule before starting your week (6 steps to plan your week). Make sure to add when you plan to start working and end working into your schedule.

    It will be important for you to know when it’s time to turn off work-mode and start spending quality time with your family. It’s also important that when you plan your week, you are realistic with what you want to accomplish.

    Set yourself up for success, not for failure. Create a to-do list for each day of the week on Sunday evening. Have about 4-5 tasks that you want to accomplish each day. If you have a big project, you should only include 2-3 tasks for that day.

    An action that has helped me reach my potential each day is to check off each task once I complete it. It feels good knowing that at the end of the day, I was able to complete my To-do list. Remember, set yourself up for success! Make sure you reward yourself after a long day of being productive.

    3. Time Management

    Planning and having good time management is a combination that leads to reaching your fullest potential every day. When you’re able to plan out your day and how you want to spend your time, you not only get more done but you also have extra time to spend on what you enjoy.

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    Having good time management is important for you to learn because when you value yourself, you will value how you spend your time. Try these 7 Effective Time Management Tips To Maximize Your Productivity.

    4. Positive Attitude

    When it comes to reaching your fullest potential every day, it’s important to have a positive attitude. When you have a negative attitude, you start viewing yourself and your life as being negative. How can you possibly reach your fullest potential when you have a negative attitude about yourself?

    It’s all about your perspective and how you view yourself and your life. In order to have a productive day, you must have a positive attitude. With a positive attitude, you’ll be able to stay focused on what you want to accomplish every day.

    Here’re 11 Tips for Maintaining a Positive Attitude.

    5. Stay Focused on the Task at Han

    Staying focused takes discipline and commitment. With so many distractions, it’s easy to get off track and not get anything done. That’s why staying focused on what you need to get done is key in reaching your fullest potential.

    If you get distracted by your phone, make sure you put it on silent when you’re trying to finish a task. Not only will you be more disciplined, but you’ll also get a lot more done! Anything that distracts you from completing a task needs to be put away.

    Learn How to Focus and Maximize Your Productivity (the Definitive Guide).

    6. Have Goals

    If you want to reach your fullest potential each and every day, you need to have short and long term goals.

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    Take a piece of paper and write down what you want to accomplish now and in the future. This goes back to planning. Have your goals and have deadlines.

    Then plan each and every day taking the necessary steps to accomplish your goals. It’s all about setting goals and then following through.

    Find out How to Set Goals and Achieve Them Successfully.

    7. Embrace Simplicity

    When you want to reach your fullest potential, simplify what needs to get done before the day starts.

    One routine that has helped me save time is picking out my outfit the night before. This way, I don’t feel rushed in the morning.

    Simplify your morning routine. If you can find different ways to save time and make your life simpler, you’ll be able to focus on reaching your fullest potential every day. When you are constantly all over the place and your life is far from being simple, you’ll experience stress and frustration on a daily basis. Simplify your life!

    8. Recharge

    You can only reach your fullest potential if you take the time to recharge. When you are constantly working without any rest, you will eventually burn out.

    Taking the time to rest and rejuvenate your mind, body and soul will allow you to become re-energized for the next day. Use different strategies that help you relax. Try meditating or yoga.

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    It is not only important for you to recharge your mind– your body needs time to recharge too. Reaching your fullest potential every day can become stressful if you don’t manage your time well and take the time to recharge.

    Take a moment and think about what recharges you. Maybe it’s spending some quality time with your spouse or taking a nice walk in the park. Whatever you decide to do, make sure you enjoy the process. It’s easy for our minds to wonder, so when you’re recharging, focus on recharging!

    9. Enjoy Each Moment

    “To get all there is out of living, we must employ our time wisely, never being in too much of a hurry to stop and sip life, but never losing our sense of the enormous value of a minute.” –Robert Updefraff

    With so much going on, it’s easy to just go, go, go and not take the time to smell the flowers. Enjoy the moments that you experience throughout each day. This will help you feel grateful and appreciative with what you have in your life. Enjoy the simple things like having a roof over your head and being able to afford food for your family.

    Although being productive is important, taking the time to enjoy each moment is important too. This article can help you: How to Live in the Moment and Stop Worrying

    Featured photo credit: Melody Jacob via unsplash.com

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