Written by: Behind Her Brand
Let’s face it—most of us receive so many emails each day, they start to blur together into a digital pile of noise. The subject lines scream for attention, the bodies are full of long-winded sentences, and by the time you get to the end, you’ve already forgotten why you opened the email in the first place.
As much as we’d love to believe that everyone is eagerly awaiting our latest message, the truth is, many emails go unread or unopened. So, if you want your email to stand out in an overcrowded inbox, you need to put a little thought into making it compelling.
Here are 7 guidelines for writing emails that people will actually want to read—and more importantly, respond to:
1. Master the Art of the Subject Line
The subject line is your first impression—and in the case of emails, we all know that first impressions often decide whether or not the email gets opened. If it’s bland, vague, or overly formal, it’s a one-way ticket to the trash bin.
Example:
Bad: “Important Update”
Good: “Here’s How We Can Fix [X] Today (It’s Super Easy)”
The key to a great subject line is clarity and curiosity. Be specific, but leave just enough room for the recipient to wonder, “What’s this about?” A sense of urgency or personal connection doesn’t hurt either—people like to feel like they’re part of an exclusive club or getting in on something important.
2. Be Brief, But Be Engaging
We’re all busy. Your reader’s time is precious. So, don’t write an essay. Instead, make sure your message is clear, concise, and to the point. If it’s too long, chances are it won’t be read. Aim for a length of 150-200 words—just enough to get your message across without going off on tangents.
Example:
Bad: “I just wanted to send you a quick note and let you know that we’ve been working on a lot of things lately. Our team is putting together some new features, and there’s a whole list of things we think will make the product better, so we’re hoping you’ll have some time to check it out soon. It’s important because we want you to be aware of the changes we’re making…”
Good: “We’ve added a new feature to the product that I think you’ll love: [Feature]. I’d love your feedback. It’ll only take a minute, and it’s designed to make your life easier!”
Notice the difference? The second one gets straight to the point, providing value right away.
3. Start with a Hook
First impressions matter, and your opening sentence is crucial. Start your email with a hook that grabs the reader’s attention. You’re not writing a formal letter; you’re creating a conversation. So skip the pleasantries like “I hope this email finds you well” and dive right in.
Example:
Bad: “I hope you’re doing well. I wanted to reach out and share some new updates with you.”
Good: “I’ve got something exciting to share that will make your day 10 times easier.”
Boom. You’ve got their attention. Now, keep it.
4. Personalize It
Nobody likes feeling like they’re just another name on a list. If possible, take a few extra seconds to personalize your email. This doesn’t mean just throwing in their name at the beginning (though that helps)—try to refer to something specific about them or their company, so it feels like you’ve tailored the message just for them.
Example:
Bad: “Hi, I hope you’re doing well!”
Good: “Hey [First Name], I saw your post about [specific topic] and couldn’t agree more! I think our [product/service] could really help with that.”
This shows that you’re genuinely paying attention and that your email isn’t just a mass blast.
5. Focus on the Benefit for Them
This isn’t about you—this is about them. Make it crystal clear why they should keep reading and how your email will benefit them. Don’t just list your features or talk about what you’ve been up to. Focus on solving a problem or addressing a need.
Example:
Bad: “Our new product has all these cool features that we’re really proud of.”
Good: “This new product will save you 2 hours a week by automating [specific task]. Imagine what you could do with that extra time!”
People care about what’s in it for them, so make sure you deliver that value right up front.
6. Use the Right Tone (Not Too Casual, Not Too Formal)
Tone can make or break an email. Too formal, and you sound like a robot. Too casual, and you risk coming across as unprofessional. The sweet spot is somewhere in between—professional, but approachable. Think of it like having a conversation with someone you respect, but with a touch of personality.
Example:
Bad: “Dear Sir/Madam, we are writing to inform you that…”
Good: “Hi [Name], I hope you’re doing well! I wanted to reach out because I think we have a solution that could really benefit you…”
See how the second one feels more natural and friendly? It’s still respectful but more engaging.
7. End with a Clear Call to Action (CTA)
You don’t want your email to fizzle out into oblivion. Always include a clear next step for the reader, whether that’s scheduling a call, responding with feedback, or clicking a link to learn more. A strong CTA helps guide your recipient to take the next step—and makes it easy for them to know what to do.
Example:
Bad: “Let me know if you’re interested in hearing more.”
Good: “Click here to schedule a 10-minute call with me this week. I’d love to walk you through how we can help you save time.”
The second example gives them a simple, actionable step. It’s clear, it’s easy, and it’s not buried under a pile of words.
Wrapping It Up
So, there you have it—7 guidelines to make your emails more effective, engaging, and actionable. Remember, email is still one of the most powerful forms of communication, but only if you take the time to craft messages that resonate with your audience.
In summary:
Nail the subject line.
Keep it short and sweet.
Start with a hook.
Personalize your message.
Focus on the benefit for them.
Use the right tone.
Always include a clear call to action.
Now, go forth and craft emails that people actually look forward to reading—and responding to
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