Advertising
Advertising

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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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)

    More by this author

    20 Things People Regret the Most Before They Die Overcoming The Pain Of A Breakup: 3 Suggestions Based On Science Quit Your Job If You Don’t Like It, No Matter What What Highly Successful People Do Every Day To Perform At Their Best How to Plan Your Life Goals and Actually Achieve Them in 7 Simple Steps

    Trending in Communication

    1 12 Ways To Improve Social Skills And Make You Sociable Anytime 2 No Motivation? 7 Great Ways To Overcome Loss Of Motivation 3 13 Ways Happy People Think and Feel Differently 4 7 Ways to Make Life Changing Decisions 5 7 Ways to Overcome Your Fear of the Unknown And Get More Out of Life

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on June 27, 2019

    12 Ways To Improve Social Skills And Make You Sociable Anytime

    12 Ways To Improve Social Skills And Make You Sociable Anytime

    If you feel like you’re the awkward person at social events or you struggle to enter into conversations because you’re shy, it can impact your social life and your career.

    However, you can start improving your social skills by following these 12 strategies and soon, you’ll be able to enter into conversations with confidence.

    1. Behave Like a Social Person

    You can behave like a more social creature, even if you don’t feel like it.

    Don’t allow anxiety to hold you back. Make the decision to talk to new people and to enter into conversations even when you’re feeling nervous about it.

    Over time, it will get easier and you’ll quickly start improving your social skills.

    2. Start Small if Necessary

    If going to a party or spending time in a crowd seems overwhelming, start small.

    Go into the grocery store and say, “Thank you,” to the clerk or go to a restaurant and order your food. Practice making small talk gradually.

    3. Ask Open-Ended Questions

    If you want the attention off you in a conversation, get familiar with open-ended questions. Encourage others to talk so you won’t have to make the idle chit-chat.

    Advertising

    Ask questions that require more than a yes or no answer and you may open the door to invite the other person to keep the conversation going.

    Take a look at these tips on How to Be Amazingly Good at Asking Questions.

    4. Encourage Others to Talk About Themselves

    Most people really enjoy talking about themselves. Ask a question about a person’s career, hobbies, or family. Show you’re interested in hearing what is being said.

    If you want to keep the conversation going, you should make it like playing ping pong. Learn more about it here: How to Connect With Someone Deeper Within a Short Time

    5. Create Goals For Yourself

    Establish some small goals for yourself. Perhaps you want to practice one particular skill or maybe you want to start attending a social activity in your community.

    Establish a goal and begin to work on strategies that will improve your social life.

    Even better, learn to use SMART Goal to help you communicate better.

    6. Offer Compliments Generously

    Compliments can be a great way to open the door to a conversation. Offer a co-worker a compliment on a presentation he gave at a meeting or compliment your neighbor on his new car.

    Advertising

    Compliments can show others that you are friendly and there’re more reasons Why You Should Pay a Compliment to Someone Every Day.

    7. Read Books About Social Skills

    There are many books on the market that can help you learn specific social skills and ways to start conversations.

    However, keep in mind that reading about these skills won’t make you an expert. You’ll need to practice them over and over again.

    Some books recommendations here: 20 Powerful Books to Win You Friends and Influence More People

    8. Practice Good Manners

    Good manners go a long way in improving social skills. Practice being polite, showing gratitude, and using good table manners.

    9. Pay Attention to Your Body Language

    Non-verbal communication is very important. Pay attention to the type of body language you use.

    Try to appear relaxed, make appropriate amounts of eye contact, and appear open to conversation.

    Learn how to properly use your body languages here: Be Instantly Irresistible With These 10 Body Language Tips

    Advertising

    10. Join a Social Skills Support Group

    Many communities offer social skill support groups. Support groups help people who feel shy, awkward, or extremely anxious in social situations learn and practice new skills.

    You’ll start improving social skills and may be able to make new friends who understand your difficulties.

    11. Stay Up to Date on Current Events

    Read up on current trends and news stories so you have something to talk about with people.

    Try to avoid anything that is too controversial, such as politics, but do talk about other news stories that may be of interest.

    It can be a great way to start a conversation and can help you stick to neutral subjects.

    12. Identify and Replace Negative Thoughts

    If you have a lot of negative thoughts about your social interactions, it could become a self-fulfilling prophecy.

    For example, a person who thinks, “I’m really awkward and I will embarrass myself,” may sit in the corner at a party. As a result, he may leave the party thinking that he must be really awkward because no one talked to him.

    Identify negative thoughts that are likely dragging you down. Replace them with more realistic thoughts such as, “I can make conversation and I can meet new people.”

    Advertising

    Don’t allow yourself to dwell on thoughts that aren’t productive! Find out How Not to Let Negative Thoughts Trump the Positive Vibes.

    Good social skills are essential for effective communication. If you find socializing with others a challenge, start to take on my suggestions and practice each of them consistently.

    Great social skills don’t come easily, you need to practice yourself and really try these tips by talking with others.

    More About Social Skills

    Books Recommendations

    Articles Recommendations

    Featured photo credit: Brooke Cagle via unsplash.com

    Read Next