How to Ensure People Read Your Email

Here is the challenge. How do you ensure people will read your email?

All of us receive more emails than we would like and probably can handle. We simply don’t get around to reading all of them. So, how do you make people want to open your email?

Here are a few tips that have proven to work.

Be concise: Make your point quickly and specifically. Long emails are often flagged to be read at another time. Send a short, tailored message, ideally with only one major thought, and you are much more likely to have the receiver read your email at the first open.

Be assertive (not aggressive) in language: “We need to come to a decision by noon tomorrow.” The “we” reads as collaborative and makes the person feel a part of the action, not alone in the work. The “need” emphasizes the importance without any turning to drama. The time and day set a deadline.

Call them by name: Research shows email subjects starting with the receiver’s name is 50% more likely to be opened than one that omits it. Writing “Chris, want your input on 123” catches Chris’ eye and says, “I’m talking with you.”

Powerful first sentences: Your first sentence is the most likely one to be read. Readers tend to look at the first and last sentence of any document. Your opening needs the punch. If you are giving a considerable amount of information, your first sentence should summarize. After that, you can say “see below for more details.”

Validate the other person’s point of view: Particularly when you are saying something controversial or new, it’s important for the receiver to know you are taking their perspective into consideration. “I’ve heard your view on this and ….”

Chunk it out: When your email includes a significant amount of information, chunk it out for the reader. Use internal headlines and spacing to make the read easier. Aim to honor the rule of three by consolidating everything into three distinct areas or categories. The brain seems to find this most pleasing and therefore readable.

Use Bold: I particularly like to bold the part of the email requiring a reply. “Confirming meeting at 9:00 am, conference room.” If they read your email and see nothing else, they see what is most important to you.

No reply necessary: Let the person know they need to do nothing but take in the information. When people hear they don’t have to reply, they are more likely to read your email knowing it will require little time, effort, or commitment.

Target your time: Timing when your email will be received is a technique used by many marketers. You should try it. Appreciate that urgent emails are more likely read when delivered first thing in the morning. On the other hand, Sunday evenings seem to be the time when people open more casual, but relevant, communications. It’s an excellent time to send networking invites. My experience is that midday emails tend to get lost in the deluge and are either not answered or are responded to after a considerable amount of time. When possible, avoid peak times.

Be polite: I will never forget a very junior associate who replied to the CEO with the single word “Yup.” It rests in the archives as one of “the stupidest emails ever sent.” Maybe you and your associates banter with single word replies, but most people enjoy a “hey there” or “thanks.” It also makes writing a bit more human.

Emails aren’t texts: The distinction and protocol are becoming clearer every day. Don’t always defer to text, especially when length and detail are required. Emails work better for documenting what is important and for including several people in the conversation. Both text and email are necessary. Understand and honor the differences. Choose wisely.

Spelling and grammar count: The fact that emails can be sent off quickly and spontaneously doesn’t mean the basic etiquette of business communication can fall by the wayside. Grammar and spelling errors distract many people, making your message less accessible. There are too many tools available to prevent this from happening. Use them.

Bad news in person: A very successful executive I know said, “Good news comes to me in-person, bad news arrives by email.” It should be the opposite. Have the courage and be the one to seize the opportunity to go face-to-face with the person you need to tell about a mistake or failure. You might be surprised with their response and learn from their suggestions and reaction.

Email is an essential part of workplace communication. While there are competing forms such as text and a variety of instant message formats out there, email remains the number one way of sharing information. Using a few of the tips discussed in this issue of the Competitive Edge Report, such as being concise, bolding, chunking, and time planning, can help you be more effective, efficient, and more likely to be heard when people read your email.

Jane Cranston is an executive coach, career coach and management consultant based in New York City. She shares with success driven executives and professionals, techniques, skills and goal setting strategies that accelerates their career trajectory, increases people management skills, and assists them in career change or job transitions. Receive Jane’s free “Competitive Edge Report” and the free audio download “Creating a Career Strategy” by visiting?https://www.executivecoachny.com.