You're sending out a business email. How can you make sure it gets read?

1 Know your audience

Before you start writing, think about who you're writing to and what you want them to do. What is their level of interest, knowledge, and authority on the topic? What are their needs, expectations, and preferences? How formal or informal should you be? How do you want them to feel after reading your email? Knowing your audience will help you tailor your tone, style, and content to suit them and achieve your purpose.

2 Write a catchy subject line

Your subject line is the first thing your recipient sees, and it can make or break your email. You want to grab their attention, spark their curiosity, and motivate them to open your email. Avoid vague, generic, or spammy subject lines that get ignored or deleted. Instead, use specific, relevant, and concise words that summarize your main point, show the value or benefit of your email, and create a sense of urgency or importance. For example, instead of "Project update", try "Project update: deadline extended by one week".

3 Use a clear and logical structure

A well-structured email makes it easier for your reader to follow your message and understand what you want them to do. Use a clear and logical order to organize your information, such as introduction, main points, conclusion, and call to action. Use headings, paragraphs, and bullet points to break up your text and highlight the key ideas. Use transitions and connectors to link your sentences and paragraphs and show the relationship between them. Use white space, font size, and color to enhance the readability and visual appeal of your email.

4 Be concise and courteous

Your reader is likely busy and has many other emails to deal with, so don't waste their time or patience with unnecessary or irrelevant details, repetitions, or filler words. Be concise and get to the point quickly, but don't sacrifice clarity or politeness. Use simple and direct language, avoid jargon and acronyms, and explain any technical terms if needed. Be courteous and respectful, use positive and polite words, and avoid sarcasm, criticism, or blame. Thank your reader for their time and attention, and end with a friendly and professional sign-off.

5 Proofread and edit

Before you hit send, proofread and edit your email carefully. Check for spelling, grammar, punctuation, and formatting errors that can undermine your credibility and professionalism. Use a tool like Grammarly or Hemingway to help you spot and correct any mistakes. Read your email aloud or ask someone else to read it and give you feedback. Make sure your email is clear, accurate, coherent, and consistent. Double-check your subject line, recipient's name and address, attachments, and links. Avoid sending your email when you're angry, tired, or distracted.

6 Follow up and follow through

After you send your email, don't forget to follow up and follow through. If you're expecting a reply, set a reasonable deadline and remind your reader politely if they don't respond. If you're not expecting a reply, acknowledge and thank your reader if they do respond. If you've made any promises, commitments, or requests, make sure you deliver on them and keep your reader informed of your progress. Following up and following through shows your professionalism, reliability, and respect, and builds trust and rapport with your reader.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?