There are times when people get so much of mail everyday that they hardly go through each and every email thoroughly, and on an average take less than a minute to read every message. If they are not able to identify the purpose of the message, they either delete it or leave it ignored for days in the inbox.
Ways to ensure that the email gets read
Below mentioned are the six steps that ensure that the email messages are read and get the attention they deserve.
Make the purpose of the message clear: When people receive your message, they should be able to decipher the overall purpose of the content. If the content is irrelevant and confusing, the recipient would be tempted to remove it as soon as he can. A subject heading such as ‘Action Requested’ or ‘Response Requested’ should be included in the body of the message, or the due date if applicable should be a part of the subject lines.
Tell recipients what action you want them to take: You need to clearly mention in your mail about what actions you want your recipients to take. You need to be specific and should put all the material that is related to the action in one place. You not only need to specify the link between the action and the recipient’s objectives but also give due date.
Provide proper data and documents: You need to make sure that the recipients are sent all the information that they need for completing an action or to respond successfully to your request. The supporting information you send can be in the form of an attached document or in the body of the mail.
Send the message only to relevant recipients: The message should only be sent and targeted to the appropriate recipients. When you are entering the names on the ‘To’ line, you need to be thoughtful and respectful. Thus, not only should the objectives of the recipient relate to the email but the recipient should also be responsible for the action in the Subject line.
Use the CC line wisely: No reply or action should be expected from the people whose names are mentioned in the CC line; they are only expected to read the message. However, these individuals should in some way or the other be related to the overall objectives. If you are not sure whether the mail pertains to the person’s objectives, you can ask the person whether he would like to receive your mail on the topic.
Ask final questions before you click Send: Before you send the message, you need to look back and ask yourself whether you have clarified the purpose, whether you have included supporting information and mentioned a clear subject line, whether you are sending the message to the correct recipients, and whether you have run a spelling and grammar check.
By following the guidelines, you can ensure that you and your team are perfectly focused on meaningful objectives, without creating an email overload.