Email is one of the most popular methods of communication, but it’s also one of the most misunderstood. The subject line, greeting, body, and closing all play a role in creating a successful email. Understanding and using these components ensure that your email messages get the desired results.
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1. The Subject line
The email subject line is the first thing a recipient sees in their inbox, and it can make or break whether they open your email. Research shows that 47% of email recipients open emails based on the subject line alone.
There are a few things to keep in mind when writing your email subject line:
1. Keep it short and sweet
The average email subject line is only 38 characters long, so you’ll want to keep it concise and to the point. A short subject line is also easier for recipients to scan, which can help increase the open rate.
2. Be clear and specific
Your subject line should give the recipient a good idea of the email. Generic subjects like “Hello” or “Newsletter” will likely get ignored, while specific ones like “Invitation to dinner tonight” or “10% off coupon code” are more likely to be opened.
3. Use urgency or curiosity wisely
If you can create a sense of urgency or curiosity in your subject line, it can encourage recipients to open your email right away. For example, “Urgent – Your order is ready for pickup” or “New findings – Read this before your next meeting” are both likely to get attention.
2. The Greeting
A good email greeting is important because it sets the tone for the rest of the email. It can make the recipient feel welcomed and appreciated, or it can make them feel like they are just another person in a long line of others who have been contacted. A good email greeting should be polite and professional.
A personalized greeting such as “Hi, John” is always a good choice. Avoid generic greetings like “Dear sir” or “To whom it may concern.” If you don’t know the name of the person you are emailing, it’s better to find out before you send the message.
3. The Body
The body of your email is where you will include the majority of the information that you want to communicate. It’s important to keep a few things in mind when crafting the body of your email:
1. Keep it concise
Email is a quick and easy way to communicate, so there’s no need to write a novel. Get to the point quickly and be as concise as possible.
2. Use proper formatting
Proper formatting can make your email more readable and easier to understand. For example, short paragraphs, bullet points, and headers can help break up the text and make it simpler to read.
3. Check your grammar and spelling
Proofread your email before sending it to ensure there are no errors. Nothing kills credibility quite like a typo! I use Grammarly to proofread my emails before sending them. You can download a Chrome extension after signing up for Grammarly (I have a premium account).
4. The Closing
Closing your email is important because it leaves the recipient with a final impression. A good closing should be polite and professional and thank the recipient for their time. Some examples of good closings include “Sincerely,” “Thank you,” and “Best regards.”
Avoid ending your email with “XOXO” or other informal closings. These can be unprofessional and may not be appropriate in all situations.
5. The Signature
Your email signature is a great way to include additional information about yourself, such as your contact information, social media links, or website. You can also use your signature to promote a product or service.
Keep your signature short and sweet – you don’t want it to take up half of the email!
Email signatures are a great way to include additional information about yourself, such as your contact information, social media links, or website. You can also use your signature to promote a product or service. Keep your signature short and sweet – you don’t want it to take up half of the email!
Bonus: The Footer
The footer is at the very bottom of your email and typically includes the fine print, such as legal disclaimers or copyright information. While the footer is not required, it’s a good idea to include one if you have important information that you want to make sure recipients see.
That’s it! Now you know the essential parts of an email message. Keep these tips in mind the next time you sit down to write an email, and you’ll be sure to make a great impression.
