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How to Improve Your Emails in 3 Simple Steps

Most people probably come back to work on Monday a.m. and are inundated with email.  Spending a few minutes (hours?) wading through a tsunami of email is no way to spend time at work, but sometimes it is necessary. Think about this before sending the next email out to a list or individual. In fact, here are three good ways to send the perfect email.

3. Subject line – Do not ignore it.

According to, “the average email user received 5,579 emails in 2012.” Chances are with smartphones increasing in use; this number will continue to grow. The vast majority of email comes from unwanted email messages, spam – as it is so well-known today, that only a select few of emails have anything to do with a real subject matter.  The subject line and sender are the two most important aspects of an email.  If the recipient is unsure of who the sender is, then the value of the subject is considerably more important. Use an appropriate, short and informative subject for the email – it is what the subject line is for.  Stop being lazy and ignoring it.

“Hello,” is not going to cut it in a professional email. The desire to completely ignore the subject line or send a useless subject is not worth the recipient’s time.  Be specific, use capital letters and if all caps is used, only use them for words that need to stand out like urgent, immediate and the like.

2. Personalize the message

There is nothing worse than a spam email message to a ton of people unless it is from a boss trying to reach the entire staff. Even a small number of people want to feel valued in receiving email, so why not make the message personal?


–          Go beyond a name – The person reading the email is a person, with a name, but make both work to feel like it is a personal letter.  This is not impossible.

–          Use segmentation – Breaking down email lists to different groups is as simple as creating a folder, and as effective as a personal telephone call.  This make people feel like they are treated as people.

–          Close it – A quick ‘Sincerely’ or similar means the sender took the time to compose a message, not cut/paste it.  Expect more responses this way.


1. Make it worthy

Opening an email is over ½ of the battle. The rest is getting the recipient to read it. This can be a major challenge. Most email is not read, only skimmed and the delete button or trash can is only a quick click away. Write so the email is worth being read; after all, if it is written, it should be read. Make it worth the time to read.

Email is like a memo. It is a quick and effective communication tool. Writing a dissertation in an email is not going to make someone read it, much less respond. Get to the point and do so rapidly.  Necessity may make for a long email, so use bullet points and other formats to make the email easily read. Staying with proper grammar, mechanics and short, simple paragraphs is much better than ‘text-speak.’ Save that for the teens and mobiles.

Once these simple techniques are used, mastered and proliferated, there is a good chance the future of email will be bright and well. Use the time, thought and right approach. Now, excuse me while I wade through my email.

Mo Raja is an occasional blogger and marketing professional who writes guest posts and website content for a variety of different blogs and niches that interest him. He currently works for a UK based insurer Protect Your Bubble and his main interests are technology, gadgets, mobile phones, online marketing and social media. The guest post however is solely the opinion of Mo and not endorsed by any other individual or organisation.

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