One of the nicest compliments I have received lately is, “Sonia, I love your emails.”
(Dorky? Not for me!)
In a world where every single office-working human has multiple email inbox(es), MS Teams channels, a phone full of text messages, and notifications/messaging for every social media platform, I was tickled pink. What a nice thing for someone to notice. I am in the business of communications, so email is my currency.
It’s important to make it easy for others to understand, remember, and reply to an email message. Bonus if you can avoid annoying people in the process!
Starting with the email subject line, here are some tips.
(Dorky? Not for me!)
In a world where every single office-working human has multiple email inbox(es), MS Teams channels, a phone full of text messages, and notifications/messaging for every social media platform, I was tickled pink. What a nice thing for someone to notice. I am in the business of communications, so email is my currency.
It’s important to make it easy for others to understand, remember, and reply to an email message. Bonus if you can avoid annoying people in the process!
Starting with the email subject line, here are some tips.
Email subject line: 5 tips to get it right
1. Include the deadline. If your email is asking for something by a certain date, please don’t expect me to open the email (and read the WHOLE THING) to find out the deadline. Put the deadline in the subject line. This tip goes first because it’s my biggest pet peeve. Second biggest pet peeve is when a date is mentioned, but there’s no day of the week called out. (Please say “Friday, 12/3” not just “12/3.”) Don’t send me to the calendar to look to see what day 12/3 is. Make it easy for me to do what you need me to do. (Deep breaths...) Emotions aside, adding the deadline to your email subject line is the single most effective way to get someone to HEED your deadline. Okay, so I have no data to support this assertion. Just trust me. Examples:
2. Flag the call to action. Ideally, before you open the email, you know if you (personally) have to take action on it. In your subject line, include words such as “for review,” etc., to make the action clear. Here are some good ones:
3. Tell me if there is NO action needed. You can do this in the email subject line, and there’s a companion feature, too! Use the light blue down arrow in Outlook. It shows up in the same spot as the nasty red exclamation point that indicates urgency, only it has a cooling, calming effect in your inbox. Try it. A couple good phrases are: “FYI” and “No reply needed.”
- Agenda review > Due Friday, 12/3
- Due COB Friday, 12/3 | Feedback on Strat Plan
2. Flag the call to action. Ideally, before you open the email, you know if you (personally) have to take action on it. In your subject line, include words such as “for review,” etc., to make the action clear. Here are some good ones:
- For review: Slides for CHO meeting on Thurs., 12/9
- Input requested: Proposal feedback
- Decision needed: Go/no go on purchase
- Your vote needed: Pick a tagline
3. Tell me if there is NO action needed. You can do this in the email subject line, and there’s a companion feature, too! Use the light blue down arrow in Outlook. It shows up in the same spot as the nasty red exclamation point that indicates urgency, only it has a cooling, calming effect in your inbox. Try it. A couple good phrases are: “FYI” and “No reply needed.”
4. Include a symbol or emoji. To make longer email subject lines easier to read, I use a lot of “>” (you find it on the keyboard below the letter “L”) and “|” (it’s the key above “return”) symbols. Just for fun (and to make your message stand out in a packed inbox) add a non-alpha character or emoji to your subject line. Home Depot is doing it. You can, too. (In Outlook, “Insert” > “Symbol.”) See more detailed instructions here.
5. Make it personal. This works especially if you are emailing someone who you do not know well, or who may not recognize your name in their inbox. I am not encouraging spam, just helping those who may not know you recognize that the email REALLY is for them, and they REALLY do need to open it/reply. Something like this:
What other tips would you add?
- Quick question for Fred: Quote for article on supply chain
- Input request for Fred: Feedback on employee newsletter
What other tips would you add?
