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Do you often wonder why some people completely ignore your e-mails?
Or
Why people do not respond to urgent e-mails?
Which part of an e-mail, according to you, will ensure whether or not your e-mail is read, ignored, or deleted? |
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Opening? |
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Subject Line? |
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Closing? |
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| Correct answer: Subject Line The subject line of an e-mail is like the title of a piece of writing. It is the first impression you create on the recipient. A good subject line is one that tells the recipient exactly what the e-mail is about even before the e-mail has been read. To avoid having your e-mail deleted, confused for spam, or ignored, read the following guidelines. |
1. Word limit
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| Subject: |
Update of the meeting on 15 January and action points |
| Subject: |
January 15−meeting update |
The subject line should be short and crisp as most e-mail software have a word limit and will cut subject lines that are very long. A complete sentence is not necessary; a sentence fragment without function words will do just as well, as long as the message is conveyed effectively. |
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| 2. Inadequate/ inappropriate subject lines Let's say that you need to refer to an e-mail that was sent 3 months ago for details about the erstwhile process. You go to your archives and then scan all the e-mails to find it. It takes you all of 15 minutes to open each e-mail by a particular sender and scan the content. Don't you wish that the sender had used a better subject line-one that would have enabled you to trace the e-mail immediately. Remember, most e-mails are saved for future reference, and a good subject line will help your recipient trace your e-mail amongst the hundreds that have been archived. Some subject lines seem to be the obvious choice when writing an e-mail.
Subject: Information
Or
Subject: Guidelines
However, pause and think about the function that it needs to perform. Wouldn't it be easier to trace an e-mail with the following subject line?
Subject: Information-HR internal process guidelines
A subject line that pertains to the main message of the e-mail will help people understand the context, frame of reference, and the intended message effectively.
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3. Urgent e-mails
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Typically, people who receive many e-mails assign a specific time of the day to read them. Do not assume that your recipients will read your e-mail as soon as they receive it. People with multiple e-mail accounts could set aside some time every week to catch up on e-mails. Label important e-mails "Imp" or "Urgent," especially if you know that your recipient receives many e-mails.
Subject: Urgent-revised agenda for meeting.
However, avoid labeling all your e-mails as urgent. It is also quite common to begin with "Req" to request action on something.
Subject: Req-Final logo design
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| 4. Reference to earlier e-mail When sending an e-mail which is in connection with an earlier e-mail, remember to write about the connection very clearly in the subject line. It is common to write subjects such as the following.
Subject: Oops I forgot
Or
Subject: Sending again
Or
Subject: and one more thing
They seem to make complete sense at that moment. However, the subject line will not help the recipient if he/she wishes to save the e-mail for future reference. If you forget to send an attachment, you would immediately compose a new e-mail and send the attachment hastily. If your subject line is vague, the recipient will not know that this e-mail attachment is in connection with the previous e-mail.
Subject: Attachment
or
Subject: Sorry
The original subject line followed by "with attachment" or "sending attachment" will clearly convey the intended meaning. Also, if you merely send the attachment without forwarding the original e-mail, the recipient will be forced to save both e-mails. To avoid confusion, resend the original e-mail along with the attachment and a clear subject line.
Subject: Newspaper insert designs (with attachment)
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5. Blank subject line
In addition to these rules, be sure to avoid a blank subject line. Under no circumstances is a blank subject line acceptable. By leaving your subject blank, you also run the risk of getting your e-mail confused for spam. |
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