1. Determine your desired outcome
There are 4 types of email:
- Self-Fulfilling Email: The email itself is the point. You want to tell the recipient something, either a compliment or information. No reply is necessary.
- Inquiries: You need something from the recpient in the form of a reply. For example, advice or questions answered. The reply is your desired outcome.
- Open-Ended Dialog: To keep communication lines open, for the purpose of some future result or benefit.
- Action Emails: The goal is not the reply, but some action on the part of the recipient. For example, a sales pitch or asking the recipient to go to a website.
Which type of email are you sending? What is your desired outcome?
The clearer your intention, the more focused you will be, the better you can cater the email for the intended result, and the more likely you will get your desired outcome.
2. Write a meaningful subject line
Most mail servers use third party software to scan the subject lines, so before you hit ‘send,’ take a moment to make sure the subject line accurately describes the content.
3. Keep the message focused
Avoid writing the ‘whole story’ and just stick to the facts, this will help keep your message short and to-the-point.
4. Make it easy to be found
Make sure your signature includes appropriate URLs for your website, blog, portfolio or product. Verify that the links are functional so that the reader can find or connect to you in one click.
5. Formatting and fonts matter
Make emails easy to read and quick to scan by doing the following:
- Use standard capitalization and spelling
- Avoid fancy typefaces
- Avoid fonts that are too small, too large, or hard to read. For example, using 8-point, all bold or all capitals can result in your email being ignored.
- The best fonts to use are Arial, Calibri, Verdana and Tahoma, to give the message a professional-looking, easy-to-read appearance.
