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How to write email subject lines for business


Business communication has its rules and regulations. To talk to your clients or colleagues effectively, you need to remember certain rules that determine the way you communicate, the style, and even means of communication. Today, perhaps one of the best ways to build a communication with customers and co-workers is to write emails.

The benefits are obvious. First of all, you can notify a heap of people with one single letter, you can include a range of information including links, interactives and video, you can even set the email to be sent automatically at a stated time. But despite the fact that the emails are not a new invention, some people still have problems with creating one that can engage the customers. In this article, we are going to talk about the key aspects of writing emails and will pay more attention to the subject line.

Email structure

First, you need to understand the structure of the email. The letter should always have a subject line, a spinet, the text itself and a footer where you include all important sender information, including info about subscribing to your blog or your contacts (depending on the style of your email).

Each of these elements has a huge importance. The sender helps to understand who has written this email and if this person is familiar, the receiver will definitely open the email. Of course, if we are talking about business letters, the open rate for them is always high no matter who the sender is.

A subject is by far the most important part of the email. By using a proper subject, you may tell the receivers everything that you want to tell them, adding the details to the text of the letter. We will talk about the subject lines a little bit later and now let’s move to other points.

A spinnet is the information that follows the subject line and may add more details to it. It should never be too long and should contain useful information.

The text of the business email itself is again very important. Here, you need to include everything that you wanted to tell to the receivers. However, there is a small trick that you need to know. You always need to write in a clear language and never include information that is not relevant to the subject. Also, there is a golden rule of effective business emails – stick to one message in one email. The problem is that for the receivers, it will be very difficult to understand what you’re trying to tell them if you convey several ideas at the same time.

And the last element is a footer. In business emails, a footer usually consists of the sender’s contacts. This information will include your name, address, phone, email, fax, and other details that can help the receiver reach you. Also, here you may include such information as the time when you are unavailable or the period when you go on vacation.

The best subject lines for your business emails

So, now let’s talk more precisely about creating the subject lines. Do remember that the subject line will urge your receiver that the letter should be opened. There are different approaches to writing subject lines but we have defined three important tips and tricks that will help you create an effective subject line.

1. Always keep it short

Even though you may want to include every single piece of information in your subject line, you need to remember that it should be very short. The browsers show a limited number of words and it will be better to tell everything in 50 characters or less. There are also recommendations that your subject line should contain up to 5 words and not more.

2. Stick to the point

There is a huge difference between a business letter, a personal letter, and a promotional letter. If you send promotions, you should never tell everything. You need to catch the attention of the audience and make them open the email. With business letters, everything’s different. Stick to the point of the letter and reveal details in the headline. Your colleagues and partners already know that the email contains important information, so they will definitely open it.

3. Highlight the urgency

Always remember that a person receives a huge number of business letters daily. Thus, they may forget that they have already opened the email but did not read it. If you have some really important information to tell to the receiver, you need to indicate it in your subject line. For example, you may write ‘important information’, ‘urgent’, or insert some exclamation points that will show your colleagues and clients that they should open the email.

Knowing how to write a subject line for a business email is important for building an effective communication via emails. If you know what to include in the subject, how to compose your email properly, and what information to add to the body of the email, you will definitely reach your colleagues and customers.

Always remember three rules of writing a subject line: create a short subject that does not exceed 50 characters, stick to the point of your message, and underline the urgency of the email if you want to make the receiver read it immediately.

About Lori Wade

Lori Wade is a freelance content writer for sigma-essays who is interested in a wide range of spheres from education and online marketing to entrepreneurship. She is also an aspiring tutor striving to bring education to another level like we all do. If you are interested in writing, you can find her on Twitter

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