Getting Your Emails Noticed: Part 2

Getting Your Emails Noticed: Part 2

In Part 1, we covered three important points in getting your emails noticed:

  • Have a relevant, informative subject line
  • Use a proper salutation
  • Be CLEAR

Now, in Part 2, we’re going to look in more detail at the body of your message. And remember, can help you to have well-written emails every time.

  1. Be concise
    See how concise this point is? The statement “Be concise” is concise, but crystal clear. That’s how business emails should be, generally.
    It’s not necessary to show an example of what unnecessarily lengthy emails are like. Suffice it to say that gargantuan tomes are never going to be read in email format. If you can’t condense your point to one—or at the most, two—screens, you’re in big danger of losing your audience.
  2. Separate into logical paragraphs
    If you have a huge block of text, it’s hard to read. This is true whether you’re reading something on paper or on a computer screen. Strive to keep paragraphs short and divided at the right places. Notice how easy it is to read this page?
  3. Avoid slang
    Imagine a business email like this:

    Tim, what up dawg??? lol L8r i be afc so 4 2daze file s2r. thx, ted

    It just might be better to write it this way:


    Later I’m going to be away from my computer. Please send me today’s files so I can process them and get them back to you.


    Just a thought. And if you don’t have a clue what all the above gibberish (aka Internet slang) means, consider yourself lucky.
  4. Provide clear contact information
    If someone sends you an email and you can’t reach them to ask a question, it can be quite annoying. That’s why it’s a good idea to use an email signature with more than one means of contacting you. Something like this:

    Lois Thompson, Director of Marketing
    Phone: 555-555-1010
    Alt. Phone: 555-555-1011
    Marketing Dept.: 555-555-1030
    Fax: 555-555-1020

That’s all for Part 2. Ready for Part 3?