Writing Effective Emails

Summary

This script emphasizes the importance of crafting effective email subject lines to ensure recipients prioritize and engage with your message. It advises against leaving the subject line blank or using vague phrases like 'important' or 'quick question,' as they can be perceived as arrogant or unhelpful. Instead, it recommends using specific, informative subject lines that convey the core of the message, such as 'Emergency: All cars in the lower parking lot will be towed in one hour.' This approach not only helps the email pass through spam filters but also prompts the recipient to consider the content even before opening it.

Takeaways

• 📬 Importance of a Subject Line: The subject line is crucial for recipients to decide whether to open, forward, or delete an email.
• 😡 Avoid Blank Subject Lines: Leaving the subject line blank can come off as arrogant or thoughtless, and it's not helpful for prioritizing your email.
• 💡 Write Descriptive Subject Lines: Use the subject line to accurately describe the content of the email, prompting the recipient to think about the message before opening it.
• 🚫 Avoid 'Important' in Subject Line: Instead of stating 'important', provide information that communicates the importance of the email to the recipient.
• 🚨 Use Urgency Wisely: If an email is truly urgent, use the subject line to convey this, but ensure it's relevant to the recipient.
• ❓ Question in Subject Line: If you pose a question in the subject line, ensure it's quick and relevant, or else it may not be useful.
• 🔄 Follow-up in Subject Line: If the email is a follow-up, make sure the subject line is clear enough for the recipient to remember the context.
• 📂 Specificity in File Requests: When mentioning a requested file in the subject line, be specific to avoid confusion and potential spam filtering.
• 🛡️ Avoid Vague Titles: Vague titles can be flagged as spam, so specificity helps your email pass through spam blockers.
• 🔍 Example of Effective Subject Line: An effective subject line should be informative and provoke thought, such as '10 confirmed for Friday... will we need a larger room?'

Q & A

Why is it important to write a meaningful subject line in an email?

A meaningful subject line helps recipients decide whether to open, forward, or delete the email, as it accurately describes the content and makes the email stand out among many others in the recipient's inbox.

What is the implication of leaving the subject line blank in an email?

Leaving the subject line blank can imply arrogance or thoughtlessness, as it suggests that the recipient should prioritize the email solely based on the sender's name.

How can an informative subject line benefit the recipient?

An informative subject line allows the recipient to start thinking about the content of the email even before opening it, which can prompt quicker and more relevant responses.

What is a potential issue with using 'Important: Read Immediately' in the subject line?

Using 'Important: Read Immediately' may not be effective because what is important to the sender may not be to the recipient, and it can come across as presumptuous.

Why should one avoid using vague phrases like 'Quick question' in the subject line?

Vague phrases like 'Quick question' do not communicate the core of the message, and may not prompt the recipient to prioritize the email, also it could be perceived as unprofessional.

What is the downside of using 'Follow-up about Friday' in the subject line without context?

It assumes the recipient remembers the context of the previous discussion, which may not be the case, thus reducing the effectiveness of the subject line.

How can specificity in the subject line help with email deliverability?

Specificity in the subject line can increase the likelihood that the recipient's spam filter will allow the message through, as it reduces the chances of being flagged as generic spam.

What is an example of an effective subject line provided in the script?

An example of an effective subject line is '10 confirmed for Friday... will we need a larger room?' as it is specific, informative, and prompts immediate thought about the issue at hand.

Why might a recipient's spam blocker be more lenient with a specific subject line?

A specific subject line is less likely to resemble the vague titles often used in spam emails, thus helping the email bypass spam filters and reach the recipient's inbox.

What is the main takeaway from the script regarding writing subject lines for emails?

The main takeaway is to craft subject lines that are specific, informative, and communicate the essence of the email to engage the recipient and prompt action.

How can the recipient's perspective be considered when writing an email subject line?

Considering the recipient's perspective involves crafting a subject line that is relevant and important to them, not just to the sender, to increase the chances of the email being opened and read.