Have you felt the frustration of sending an important email and being ignored by the recipient? When we talk about official communication, the first thought which comes into our minds is either some people having a meeting or corporates on a phone call. But these days majority of the formal and official communication happens through e-mails and it wouldn’t be surprising to know that on an average more than 2 hours are spent on reading and answering such mails.
But with tons of emails flooding the inbox and half of them being spam, a well framed and crafted mail could make all the difference between an intriguing mail or a mail which is straight forward going to the spam folder. It is no secret that writing an e-mail is a skill and an art.
These writing skills will not only help people notice your emails but also to efficiently engage in better email marketing. Here are some tips which will help you ace this skill
The first rejection: Effective subject line- Many studies show that the crisp and a descriptive subject line would help you to get the attention of the reader. An inconclusive, long or a vague subject line could result in the reader losing his interest. The first and the only reference the reader gets to the mail is the subject line and determines whether the email would ever be opened at the first place. A vague subject line such as ‘Sales memo’ could be easily ignored, but a direct, short and a descriptive subject line like ‘Sales memo, customer complaint ID:121’ would definitely catch the attention of the reader.
The time slot: In this article we are specifically focusing on making busy people read your mail. Many of the people have preferable time slots to go through their emails and reply to them. I have encountered many people who have a policy of no official work after working hours as they give priority to their friends and family at that time and wouldn’t go through any of the emails. Some others prefer to stay away from their smartphones during important meetings and tasks. Finding the right time to send an e-mail increases the chances to get you an instant and detailed response. If you know the person, find or speculate the time frame in which he opens the mails, or statistics suggest that the working individuals go through their daily mails from 8 to 11 A.M.
The power of Concise writing: Are you one of those who are ever tempted to write large introductions to the matter you are discussing? Although it might seem to you that it would help to explain the subject, but this is much different from the normal conversation you have. An effective email would mean the one which is concise and gets to the point without wasting any time. The key asks has to be explained in the initial sentences of the email. Only sticking to the important details is necessary, but this doesn’t mean you can skip the official greetings.
The power of numbers: It is generally observed that numbers in an email would help the recipient to focus on minute details. This would mean that the use of statistics could help in attracting the attention of the reader and make him glued to the information mentioned in the mails.
The complexity of jargons: Do you love to show off your technical knowledge to everyone? Well, try refraining from doing that while sending an email. Make sure that the recipient is having a full-fledged knowledge of the topic or technical theories which you will discuss. An IT personnel giving a report to the manager may have to interpret the results in a layman’s language and refrain from using technical terms. Such language might confuse the reader and make him uninterested. The language should be simple and easy to understand.
Bullets in the gun: We have seen how bullet points helps any reader to get the gist of the topic being discussed. Same is with emails, if the information which has to be conveyed is more and hefty, instead of a paragraph bullet points should be used. Phrases can be incorporated in bullet points making the email concise.
Read it and Re-read it: Proofreading an important official email could be extremely important. The statistics suggest that a factual or grammatical error in the initial sentences of the email could distract the recipient and make him uninterested. These mistakes could make you look unprofessional and doubts the seriousness of the mail.
Templates and its beauty: If you are reporting any accounting information, or any official letters, you might have to design such things again and again. Even minor mistakes in the formatting could cost you a lot. Using a template in such emails could be really beneficial in saving your time and making your email look systematic. The templates however must not be too showy and be rather in a formalistic way. Blindly going with a template could prove to be a big mistake, thus it should be edited according to the purpose.
The Key asks: Your email should guide the recipient to what kind of reply do you expect. A confusing email generally doesn’t get a response from the recipient. The whole email would be worthless if the reader would not do what you intended him to, so in a clear and concise way, the reader should be told what is wanted from him, either it is a reply, to review a report or grant a leave.
What recipient wants? What is relevant for you might not be important for the reader of the mail. So putting an effective subject line and relevant content is totally subjective. Putting yourself in the recipient shoes might help you understand what the recipient would like to read in my mail and what does he expect. Answering to the prior questions and queries and discussing about the task at hand could be his priority and that is what you should place in the mail.
Each message would create an impression on the mind of the recipient, and each and every word, from your subject to your closing greeting matters. So learning the art of email writing could be extremely important to earn a fast response.
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