How to Ensure Your Emails are Read

ByJudith Posted onSeptember 20, 2024September 20, 2024 Reading Time: 2 minutes

Tips to get the reply you want to your business emails.

One of the many questions I receive concerns responses that don’t address the points in an email request. Many people feel their business emails are not responded to as they would like, both in substance and speed.

While most tend to blame the recipient, there are things you can do as the sender to help the process along. To ensure your business email gets read (although never guaranteed) and stands out in a cluttered inbox, focus on clarity, structure, and professionalism.

I’ve discussed these variables before, so let’s wrap them up into a simple format you can follow:

Subject Line:

Be concise and specific.
The subject line should quickly tell the recipient what the email is about.
Example: “Meeting Request: Q4 Sales Strategy Discussion” or “Follow-up on Proposal Submission – Action Required”

Greeting/Salutation:

Use a formal yet friendly greeting. Address the recipient by name if possible.
Example: “Dear Mr. Johnson,” or “Hello Emily,”

Introduction:

Briefly introduce yourself if the recipient is unfamiliar with you.
Reference any previous correspondence or context if applicable.
Example: “I hope this message finds you well. I am [Your Name], and we met at the ABC Conference last week.”

Body:

State the purpose early.
In the first sentence, clearly state why you’re writing.
Example: “I’m reaching out to discuss the details of the sales proposal we submitted last Monday.”
Organize with bullet points or short paragraphs.
This makes it easier to scan and digest.
Use headers if the email is longer or contains multiple points.
Keep it concise. Aim to keep your email short and concise while providing necessary details.
Use a date-specific call-to-action.
Be clear about what you want the recipient to do.
Example: “Could you please review the attached document and share your feedback by Friday?”

Closing:

Summarize or provide a polite conclusion that encourages a response.
Example: “I look forward to your thoughts on the proposal.”
Express appreciation — always.
Example: “Thank you for your time and consideration.”

Sign-Off:

Use a professional sign-off and include your contact information.
Examples:
“Best regards,”
“Sincerely,”
Add your full name, job title, company name, and phone number in the signature block.

Additional Tips to Get a Response:

Proofread for grammar and spelling errors.
Avoid jargon or complex terms—keep the language simple and straightforward.
Follow up appropriately if you don’t receive a response within a reasonable time.

Following this format keeps your email professional, clear, and easy to read, increasing the likelihood of it being opened and acted upon.

Next week, I’ll cover how to send a follow-up email to get the best results. Why not subscribe in the top/right sidebar to receive a short note when I post my next update?