How To Write an Email That Gets Results
Emails are the lifeblood of modern communication. Whether you're networking, collaborating, or simply catching up, knowing how to write an effective email is crucial. This guide will walk you through crafting compelling emails that get read, understood, and acted upon.
Understanding Your Audience and Purpose
Before you even open your email client, consider these crucial questions:
- Who is your audience? Are you emailing a colleague, a potential client, a friend, or a professor? Your tone and style should adapt accordingly. A formal email to a CEO will differ drastically from a casual email to a close friend.
- What is your goal? Are you requesting information, making a sale, scheduling a meeting, or simply saying hello? A clear objective will guide your writing and ensure your email stays focused.
Crafting a Compelling Subject Line
Your subject line is your first (and sometimes only) impression. Make it count!
- Keep it concise: Aim for under 50 characters. Long subject lines get truncated in inboxes.
- Be specific: Avoid generic subject lines like "Meeting" or "Update." Instead, try "Meeting to Discuss Project X on Tuesday" or "Project X Update: Key Deliverables Achieved."
- Create intrigue (when appropriate): For marketing emails or newsletters, a slightly mysterious subject line can pique interest. However, avoid being misleading.
- Use strong action verbs: Words like "Learn," "Discover," "Get," and "Achieve" can make your subject line more compelling.
The Body of Your Email: Structure and Style
A well-structured email is easy to read and understand. Here's a recommended format:
1. Salutation:
- Formal: "Dear Mr./Ms./Mx. [Last Name],"
- Informal: "Hi [First Name],"
- Neutral: "Hello [Name],"
Always use a salutation; avoid starting directly with the body text.
2. Opening:
Start with a concise and relevant opening statement that immediately clarifies the purpose of your email. Avoid lengthy introductions.
3. Body:
- Keep it brief and to the point: Use short paragraphs and bullet points where appropriate.
- Use clear and concise language: Avoid jargon or overly technical terms your recipient might not understand.
- Proofread carefully: Typos and grammatical errors can damage your credibility.
4. Call to Action (CTA):
Clearly state what you want the recipient to do. This could be responding to your email, scheduling a meeting, visiting a website, or making a purchase. Make your CTA easy to find and follow.
5. Closing:
- Formal: "Sincerely," "Respectfully,"
- Informal: "Best regards," "Thanks," "Cheers,"
Choose a closing that matches your tone and relationship with the recipient.
6. Signature:
Include your name, title, contact information, and any relevant links (like your website or LinkedIn profile).
Tips for Effective Email Writing
- Use a professional email address: Avoid using unprofessional or casual email addresses.
- Reply promptly: Aim to respond to emails within 24 hours, or as soon as possible.
- Use formatting effectively: Bolding, italicizing, and using bullet points can improve readability.
- Avoid using all caps: Writing in all caps comes across as shouting and unprofessional.
- Be mindful of attachments: Ensure your attachments are appropriately sized and clearly labeled.
By following these guidelines, you can craft professional, effective emails that achieve your communication goals. Remember, practice makes perfect – the more you write, the better you'll become at crafting compelling and successful emails.
