There are a couple of important things to note when you’re writing an email. The average person receives about 120 emails each day and only opens 25% of them. This is approximately 30 but I guarantee you that it’s probably way less. I for one only open about 5 on a good day. You need an email that doesn’t get lost in the noise of the receiver’s inbox.
When the receiver opens, the goal is to get them to read your email instead of adding it to spam. Here’s how to write an email in 5 easy steps:
1. Start with an eye-catching subject line
Your subject line is the make or break part of your email. If you’re competing with 130 emails for attention then you want to stand out in every way possible. Make sure your subject line goes straight to the point. NEVER send an email without a subject line.
If it’s a job application, sometimes employers give guidelines for what your subject line should be. In this case, follow the rules. It’s not the time to get creative. Keep your subject line short and sweet- should be 55 characters or less.
Here are a couple of good examples of good email subject lines:
Job Application: Application for the role of Marketing Associate
Cold email: Career growth training opportunity for your employees
Follow up: Re: Application for the role of Marketing Associate
2. Time for salutations
‘Dear Ms. Z’ Or ‘Dear Mr. Y’ is really your safest bet in formal situations. If you’re sure about the gender of the person you’re sending to, you can use ‘Dear Sir’ or ‘Dear Madam’.
Please avoid saying ‘Dear Sir/Madam’ as much as possible because it tells the person that you didn’t really bother to do a bit of research on who you were sending the email to.
For less formal companies and organisations, you can just say Hello X. If you’re in doubt, always use Mr., Ms., Dr. or Professor to be on the safe side
3. Ask how they’re doing
This is just a one-liner that makes a good difference in your email. It’s a tad rude to just go straight to what you want. When you’re sending an email, you want to ask how they’re doing before saying anything else.
4. Introduce yourself and get straight to the point
So you’ve gotten the receiver’s attention, good job! It’s time to give them a brief but concise introduction of yourself and what you do in relation to the email you’re sending.
Here’s a great example:
My name is Sola Adebakin and I’m a software engineer at XYZ solutions. I am writing to apply for the role of Chief Technology Officer at She Leads Africa.
If you’re writing on behalf of a company, you should introduce yourself first and say your role before introducing your company and what your company does.
My name is Sola Adebakin and I’m a software engineer at XYZ solutions. I am writing to give you a better and faster alternative to 4G internet for your company through a new solution provided by XYZ
XYZ is a wifi solutions provider that gives companies up to 5 times faster internet services. We’ve helped companies like Sterling Bank, Frosty Bites and MalcolmTrust get up to 5 times faster internet and we’d love to do the same to you.
You can then go on with your ask but keep it as short as possible never let your email exceed 4 paragraphs unless absolutely necessary.
5. Close it out
For your closing words, Warm regards is one of the safest options to use. You could also use Best or Regards in a more informal email.
That’s it! your email is ready to conquer your receiver’s inbox!