Your email display name is the most recognizable thing about your email, and catches the eye immediately when the recipient receives the email. In order to stick out from the message crowd in your crowded inbox, you must ensure your display name is set up correctly.
Along with the first paragraph of the email, your subject line is crucial in getting your recipient to act. A properly worded subject line has three purposes:
When writing your subject line, try to accurately summarize your request and convey the importance of the email’s contents within as few characters as possible. A good way to do this is to ask a question in the subject, or start the email subject line with the action you want the reader to take (for example, ‘Reply needed:…’). You may also wish to refer to the recipient by name to give your email an extra personalized touch.
Many email clients also display the first sentence of the email as a preview. Use that sentence in conjunction with your subject line for maximum impact. Also, avoid using any phrases that could potentially look like spam, or trigger an overzealous spam filter. The more specific your language, the better.
Researchers have studied the best time to send emails, and have tracked response rates on each day of the week. GetResponse studied 21 million messages and found that engagement was higher between 8-10 AM and 3-4 PM. Messages sent during those periods enjoyed a slightly higher open rate.
However, you don’t need to be an expert to understand the psychology behind this technique: simply focus on sending emails when you’re most likely to get the recipient’s undivided attention.
The key is to make the task of opening, reading and responding to a message as quick and easy as possible. Sometimes you may feel that you missed an important piece of information and need to send a second email to update the recipient. If you can avoid this, it is better to wait until the recipient has replied to your first email. Too many ‘urgent’ emails can dilute the attention given to the conversation. If you insist that every email is urgent, it can confuse the recipient and make it difficult for them to decide which message is most important.
Once your recipient has responded, return the favor. If their email requires a response, send it as soon as you’re able to. Not only will this reinforce your reputation as a good communicator, it will inspire confidence in your recipient. They’ll know that you’re reliable and quick to respond to their questions – so, in return, they’ll be more likely to respond to yours right away.
Claire Broadley is a creative content writer working for WhoIsHostingThis.com, an independent hosting review website.
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