In the business world, time is a priceless asset. Delays in responding can impede progress, breed confusion, and damage professional relationships. Crafting emails that encourage prompt replies is not a matter of aggression; rather, it is about being succinct, considerate, and intent-driven. When a person opens your email, and it is clear to understand and execute, they will almost always get back to you in a timely manner.
The Subject Line
It is the first impression the recipient will get about your message, and therefore, the subject line you choose will determine whether the email is opened, read, and replied to immediately, or is filed away for another time. You will need to make it clear what the main point is. Do not be vague. Be specific: instead of saying “Query” say “Quick Question on Deadline.” In doing so, you tell the audience why the email matters, and what it is all about.
State Your Case in a Few Words
The average office worker gets, on average, dozens, if not hundreds, of emails each day. Long-winded introductions and non-essential details can only decrease the likelihood of receiving an answer. The sooner, the better, the email. You have one to two sentences, make sure the reader knows why you are contacting them. You show that you have respect for the reader’s time.
Make It Short and Simple to Read
A neatly formatted and structured email is easier to read and reply to. Use short paragraphs, use bulleted lists if that helps, use the text in a logical order. Each sentence in your email needs to be a reason why the recipient is writing to you. If an email is easy to quickly scan and read, then you will get a faster reply than if it is a long and difficult read.
Ensure That What You Are Asking for is Specific and Actionable
Vague requests are the main reason that emails are never replied to. If the reader does not know what is expected of them, they can leave your email and respond at a later time. Make sure you say clearly what you want out of your recipient. Feedback? Approval? Information? Tell the recipient what you need, and make it specific and easy to do.
Be Professional and Polite in Your Style of Writing
The way your email comes off to someone depends on the tone you use. A polite and considerate email makes a reader want to cooperate. An aggressive email puts the reader on the defensive. Using soft language such as “Please, would you,” or “I would love some feedback” helps your email come across more warmly, and more people will want to reply to you.
Specify a Reasonable Time Frame
If you have a request with an urgent time requirement, you must make sure there is a date attached to it. Make sure it is a fair time, and state it in a polite tone. Something like, “If possible, I would like to have some feedback by Thursday” lets the reader know what time they need to respond by in a less-threatening tone. A deadline ensures your email takes priority on their list.
Do Not Include Too Many Things in Your Email
Too many different things to do in an email will make the reader frustrated, and will delay their response. If you have one goal in your email, make it the goal. If you do have several different things, be clear about what they are to make sure the response is clear to the reader.
A Call to Action
The end of your email should make clear what you are expecting from them. This takes out the guesswork for the reader and tells the reader what to do next. “Please let me know if that time works for you” is a specific and simple call to action that is easy to respond to.
Be Sure to Follow Up
Sometimes even the best email will get missed. If the reader has not replied, send them an email to remind them. Do not send an email right away; give them the time to respond. Be courteous in your follow-up email. Just saying “I am following up on the email I sent to you” usually does the job and will get the email you need.