Phillip Scott Mandel is the CEO of Mandel Marketing and author of An MFA For Your MBA (2024).
5 Ways To Write Better Emails
Business is fast; email is slow. Sure, compared to sending letters, email is lightning; but direct messages, text, and a conversation in person often seem much more effective. Nevertheless, sending email remains a critical communication tool–which is why anyone in business needs to master the art of writing it.
But writing an email that not only gets opened but also read, understood, and acted upon is a challenge that eludes many of us. The average office worker receives 121 emails a day, and your message can easily get lost in the noise. In fact, three to four hundred billion emails get sent a day around the world, according to Statista.
So to ensure your emails achieve their intended purpose, you need more than just good writing skills—you need a strategic approach. This guide provides five specific, actionable ways to elevate your email communication to the next level. For the sake of everyone’s sanity, let’s all try to write better emails.
1. Specificity In Your Subject Line
Your subject line is the gateway to your email. It’s the first thing your recipient sees, and it often determines whether it’ll be opened or ignored. It’s not about being clever, though; it’s about being clear and compelling.
- Be Specific: Vague subject lines such as “Meeting” or “Update” are easily overlooked. Instead, be specific: “Tuesday’s 2pm Budget Review Meeting” is more likely to grab attention.
- Use Numbers: Emails with numbers in the subject line have a higher open rate. This is probably because numbers make the subject line more tangible, and, as in the point above, more specific: “3 Quick Fixes for Your Website’s SEO.”
- Avoid Spam Triggers: Words such as “free,” “urgent,” or excessive use of exclamation points ring alarm bells, and can send your email straight to spam.
2. Hook the Reader Early
Just like with a great novel or the pilot episode of a tv show, you need an immediate hook to bring people in. A strong opening sets the tone and establishes the relevance of your message.
- Start with Value: Open by showing the value of your email to the reader. For instance, “I noticed a potential issue with the latest report and wanted to share a quick solution” is more engaging than “I hope this email finds you well.”
- Personalization: This goes beyond using the recipient’s name. Reference something specific, such as a recent conversation you’ve had, or a shared goal. This not only grabs attention but also shows that you’ve put thought into the email.
3. Respect Your Reader’s Time
Busy professionals don’t have the time to read long, dense emails. A well-structured email that is easy to skim will keep the reader engaged and ensure your message is understood.
- Use Bullet Points: Just as in the article you’re reading right now, break down complex information into bullet points or numbered lists. This format is easier to digest and highlights key points.
- Short Paragraphs: Limit paragraphs to two or three sentences. Large blocks of text are likely to be skimmed over.
- Clear Call to Action (CTA): Every email should have a clear purpose, and this should be reflected in a concise CTA. “Please review and provide feedback by Friday” or “Let’s schedule a 15-minute call this week” guide the reader on the next steps.
4. Simplify Your Language
Complex language can confuse the reader and dilute your message. Aim for clarity and simplicity to ensure your email is not only read, but understood.
- Avoid Jargon: Business jargon can alienate your reader. Instead of saying, “Let’s ideate on this,” say, “Let’s brainstorm some ideas.”
- Use Active Voice: Passive voice can make your message sound vague and less direct. “We need to complete the project by Friday” is stronger than “The project needs to be completed by Friday.” In the latter, you’ve not made clear who, exactly, is going to complete the project.
- Be Concise: Eliminate unnecessary words. If you can say something in five words instead of ten, do it. Brevity is the king of all writing advice.
5. Encourage a Response
The ultimate goal of most business emails is to elicit a response. So whether you’re requesting information, feedback, or a decision, make it easy for the recipient to respond.
- Polish it up: Before you hit “send,” make sure you review your email for errors, and make sure the language is professional. You may even read it aloud to catch any awkward phrasing and to ensure the tone is appropriate to the subject.
- Ask Specific Questions: Instead of “What do you think?” ask, “Do you agree with this approach, or would you suggest any changes?”
- Provide Options: “Would Tuesday or Wednesday work better for you?” simplifies the decision-making process and doesn’t leave it open-ended.
- Follow Up Thoughtfully: If you haven’t received a response, follow up in a way that adds value.
Email Requires Precision
In a world where inboxes are overflowing, mastering the art of email is more important than ever for business success. By crafting specific, compelling subject lines, opening with purpose, keeping your message skimmable, simplifying your language, and making it easy for your reader to respond, you can significantly improve the effectiveness of your emails. Remember, each email is an opportunity to make a strong impression—ensure it’s a positive one.