How To Get Your Email Read

An unread email is like a dead pigeon. Neither is going anywhere, and you can forget getting a response. Here are nine rules for composing emails to improve your chances of reaching your audience and getting a reply.

Keep your writing simple. Use words that are easily understood, and be certain punctuation and grammar are spot on. (Grammarly or Word Editor can help with that.) Emails are not the same as texts, where grammar rules are often relaxed. Interestingly, statistics show that emails written at a third grade level are mostly likely to be read.
Keep it short. Long emails are a turnoff. “Get to the point” should be your mantra. Experts advise keeping them to between 50 and 125 words. Anything longer and the response rate goes down. Too short and information may be left out.
Maintain a warm tone—just not overly so. In an email, that means holding off on emojis and emoticons.
Skip the formal tone, as well as an overly negative one.
Limit your questions. No more than three per email.
Put important information up front. Point out any deadlines for the recipient’s response, as in “Please let me know your preference by Monday, June 1.”
Keep your subject line to 3-4 words. Any more than that and response rates sag. Do you know what happens when the subject line is blank? Well, how often do you open one of those?
Use a polite closing, as in "Sincerely," "Regards," "Best regards," "Yours truly.”
Time your emails so they go out in the morning and at lunchtime to get the best response rates.

These rules should increase your response rate. Or call Business Writing That Works! for help giving your emails the best shot at getting read: (425) 485-3221. It’s too late for the pigeon.