Have you ever heard that people send 89 billion business emails every single day? Take your time to ‘digest’ this number. If you spend at least 8 hours a day in the office, you probably also make a huge contribution to this amount.

Emails became the strongest tool that makes our business work. No wonder everyone wants to know how to write emails that don’t end up in a trash and spam box. How to boost the open rates and get the results you need?

How to Get People to Open and Read your Message

It’s hit-or-miss! You have only one shot to make your subject line work

The title or the subject matter of your message determines, whether your email will be read or deleted. You have just a couple of seconds before the addressee will make his decision. Try various techniques:

  • Forget about sales clichés

Firmly say NO to the words like “free”, “percent”, “discount”, “help”, and “reminder”. Even if they won’t trigger the spam filter, many recipients (by the way, your potential customers) will ignore you and your clumsy email.

  • Personalize or Localize your message

Yes, ‘Hello, Mike’ still works. Include the addressee’s first name to draw his/her attention. Moreover, according to the latest researches, including the location, e.g. the city name, performs even better.

  • Keep it short

However, usually the subject line allows you to write up to 75 characters, please do not. No one wants to read a poem; people mostly scan the title and move on. Therefore, the shorter, the better.

  • NEVER CAPITALIZE

No capital letters, no exclamation points. Leave your emotions far from your business correspondence.

Keep the body fit

Well, let’s assume that the recipient successfully opened your email. Now you have to answer one simple question: what is the point? Your messaging should be clear and precise without long introductions and descriptions. The problem is people are used to give too much info in their emails. Remember that you’re talking to your business partner, not your close friend, and he actually doesn’t care.

Don’t forget to KISS, meaning ‘Keep it simple, stupid’ principle, showing that you respect your recipient’s time by making your message as short as possible. Moreover, if you don’t want to sound like a legal document, use the simple language as if you were talking.

However, being concise doesn’t mean being boring, or (what is even worse) being rude and impolite. Stick to the facts, but add a bit of your personal creativity and you’ll probably reach your goal. Remember that font and formatting you use also matter. It’s much easier to grab the text with bullet points, short paragraphs and highlighted keywords.

Now your email is almost ready to go, but before you press ‘send’, please, take a minute to proofread your text. There is no need to explain that typos can ruin all the positive impression.

Ensure successful delivery

Don’t let technical issues ruin all your efforts. You did a great job, writing a catching and engaging email to your customer or a business partner, but he can never see it. This is a trap you should always be aware of.

Therefore, take all the possible measures to ensure that your emails don’t end up in spam folders. The first and the foremost option is to configure proper SMTP settings that will greatly increase chances for your business correspondence to be actually delivered to the recipients.

Millions of people every day spend there working hours reading and sending emails. Your messages often reflect your professionalism and overall cultural level. Faultless business correspondence builds up the company reputation, and the reliable emails delivery becomes crucial for business. You should think of it.

Author:
Alexandra Pankratyeva (https://www.linkedin.com/in/alexandra-pankratyeva-19731133)

Alexandra is a marketing specialist and a professional translator. For the last five years she’s been writing corporate blogs, website content and analytical articles on e-Commerce, technology solutions, etc. for different companies, including Amasty.