In a world where digital communication reigns, email remains a critical part of our daily professional interactions. It’s our ground control, the hub from which we launch numerous tasks, discussions, and projects. Yet, there is a lot of email air traffic. Despite its importance, it’s surprising how often emails fail to accomplish their mission. People have an overflowing inbox, so, make sure you craft emails that get read.
First and foremost, avoid the turbulence of lengthy prose. That’s critical for emails that get read. Remember, business people aren’t reading your emails for fun. Clear, concise communication makes for a smoother flight. Use your opening sentence to outline your email’s purpose, then glide smoothly into your key points without diversion.
Here’s your pilot’s checklist for emails that get read:
- Timing is critical in aviation and email. Tuesdays, Wednesdays, and Thursdays are best. Don’t send your emails on Monday or Friday when air traffic is heavy and everyone is starting or ending their week.
- The hours between 9-11 a.m. and 1-3 p.m. are prime email real estate. So, send your emails during these windows and you’ll maximize their visibility when they land in the recipient’s inbox.
- Use a compelling yet straightforward subject line. They will resonate with your audience so your emails get read. Avoid generic terms like “Monthly Update”; instead, go for something more direct and/or inspiring like “Success of Q4 Targets Reviewed.”
- Think of bullet points and numbered lists as your in-flight navigation system. They break up large blocks of text, making it easier for your reader to follow the trajectory of your thoughts.
- Your closing statements should be like a well-executed landing—smooth and precise. Whether it’s a clear call-to-action, an invitation to discuss further, or a specific next step, give your reader a gentle touchdown and a clear path forward.
After crafting your email, do a full circle check—scan for grammatical errors, ensure your tone matches the message, and verify all attachments are onboard. This final sweep acts as your pre-flight checklist, ensuring no technical issues throw your email off course.
Elevate your communication strategy by focusing on these aspects. And let’s make sure your team knows how to use these tips effectively. Write emails that get read. Start applying these ideas to your emails and watch your responses soar!
Give your people wings and your business will fly. Christine provides LIFT. Contact her to find out more.