Writing business emails is one thing you’ve probably done many, many (too many?) times before, but how do you find the extra time to craft beautiful subject lines when you have so many other things to do? The truth is, your employees are being overloaded with emails every day (there’s just a small sum of 205 billion emails being sent daily around the world) so, writing subject lines that follow the basic best practices will make it easier for you, and your employees stay in touch.
Subject lines are the most important part of your email since it’ll be what your reader bases their opening behavior off of. You could have an amazing email to notify employees of an upcoming event, or a new software the company is planning on implementing, but if your subject line is too broad or too long and wordy, or missing altogether, people probably won’t be motivated to read your email. But don’t panic! We at IC are pro’s in this department and are here to help take the stress and pressure out of writing amazing subject lines by giving you five easy tools that will help you write the perfect subject line every time.
According to Business Insider, most people leave the subject line as the last step to their email writing process, leaving it as an afterthought. This can result in subject lines that aren’t relevant or are too broad or forgetting to put one in altogether. This will likely lead to negative results in your employee’s email open rates. Try writing the subject before writing the email so that you can set the goals and tone of the email. This will also leave you knowing that it has been taken care of so there is no risk of accidentally sending a blank subject line again.
One of the key things to remember when writing business email subject lines is to keep it clear and concise. Make sure you express what you want to say using simple language, avoiding big complicated words that one might need to look up to understand. You want your readers to understand exactly what will be in the email the first time they read it. So, don’t be afraid to say what you want to say in simple words. Oh, and according to our friends at Campaign Monitor, try to keep it around 41 characters (approximately seven words) if possible.
“Employee Meeting Feb 12, 1-2pm”
“Order Form for Staff Lunch Tomorrow”
I think we can all agree that in any kind of business communication, you always want the important information first. This philosophy is the same for subject lines. A study done by Text Request found that out of the 205 billion emails sent every day, an individual on average receives 88 emails per day, 40 of which being business/work related. From this, we highly recommend that you include the purpose or relevant detail at the beginning of your subject line instead of burying it at the end.
“Case Study Documents for Website”
“Fire Drill South-West Building Wednesday”
Since we know that your employees are receiving a hefty amount of both personal and business related emails every day, we know that you have to remember to make your subject line informative if you want them to open it. It can be easy to write a subject line that is general, but we challenge you to take a few extra seconds to add a few extra keywords that will help your employees know exactly what the purpose of the email is. Although general subject lines aren’t entirely wrong to use in personal communication, we recommend that wherever possible, try to summarize the email in seven words or less with business communication to make sure that your employees are getting all the information needed in order to prioritize that email on the reading list.
“Workshop Reminder: How to Build a Resume”
“Lunch and Learn: What to Know about Estate Planning”
Title case style includes capitalizing:
Subject lines with title case style are often seen as more professional, which explains why it is the most common subject line style in business communication. Using this style will ultimately make your emails look more polished and professional (and let’s be honest, who wouldn’t want to come off that way to their colleagues). Although ‘sentence style’ (only first word and proper nouns capitalized) is also widely used, it comes across more conversational and casual because of its similarity to social media captions, so we recommend sticking to title style when sending business communication.
For example: instead of writing your subject line as: “Yesterday’s group presentation notes”, instead try “Yesterday’s Group Presentation Notes”
We can all agree that making sure your internal communication messages are being read is a priority in businesses. By keeping your subject lines clear, placing the important information at the beginning, making them informative and using the right type style will help you make your organization thrive with internal communication. For more insights on how to optimize your business subject lines contact us today!