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Updated by kurtmagnus on Dec 26, 2018
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kurtmagnus kurtmagnus
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7 Tips For Writing Effective Emails

Here are 7 tips to help you write highly effective emails that get opened, read and responded to.

1

Introduction

Introduction

How many emails do you receive each day? Is it 50, 150 or maybe even 350? Regardless, how many of those emails do you actually open, read (not just scan) and respond to? Probably not too many… the rest simply end up in Trash.

Now think of the emails you send out each day. How many of those end up as SPAM, are deleted or misunderstood? Here are 7 tips from analytic essay service to help you write highly effective emails that get opened, read and responded to:

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Choose a professional email address

Choose a professional email address

It will determine how you are perceived. Who wants to open emails from “johnny_bad_boy2279@yahoo.com”? At best, such email addresses look unprofessional. At worst, they look like SPAM. If you identify yourself clearly, you will increase the chances of your email being opened (e.g., by using the email address john.smith@yahoo.com and setting your name to John Smith).

3

Use a meaningful subject line

Use a meaningful subject line

After reviewing the sender’s name, recipients scan the subject line to decide whether to open, forward, file or trash an email message. Don’t leave the subject line empty. Do use an informative, specific subject line that communicates your key message in a way that is relevant to your recipient. Before sending the message, ask yourself: if I knew nothing about this email, what would this subject line convey to me?

4

Figure out what you want to accomplish with the email

Figure out what you want to accomplish with the email

Are you looking to: 1) inform; 2) inquire about something; 3) get the receiver to take some action? If you are not sure about your intention, don’t write the email. When no action or reply is needed, say so.

5

Include a courteous greeting and closing

Include a courteous greeting and closing

To avoid appearing demanding or terse. Do use a custom signature block, but stick to the most important facts: full name, company name and title, phone number and web site, blog or online portfolio link. Avoid attaching logos or using “business cards” that appear as attachments.

6

Be concise

Be concise

If you cover more than one topic in one message, consider numbering them. But, ideally, you should stick to just one subject per message. Make your email easy to read by using blank lines between paragraphs and avoiding fancy fonts, patterned backgrounds, etc.

7

Proofread your content

Proofread your content

Use standard capitalization, proper grammar and punctuation, especially when your message asks your recipient to do something for you. Then, carefully proofread your content and your subject line. Use spell check, but don’t rely on it. Give your message a thorough read through before you send it out. Make sure you spelled the recipient’s name correctly. (It is quite annoying to have your name misspelled again and again by people who want you to do something for them.)

8

Do not attach unnecessary files

Do not attach unnecessary files

Copy the relevant information in the body of the email, if possible. Large attachments clog recipients Inboxes, so if you have to attach files, always “zip” or compress them before sending.