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How to Write Emails That Get Read

How to Write Emails That Get Read

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Published by Ted Janusz
The average user sends and receives 115 emails per day. How to make sure your emails get noticed.
The average user sends and receives 115 emails per day. How to make sure your emails get noticed.

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Categories:Types, Business/Law
Published by: Ted Janusz on May 11, 2013
Copyright:Attribution Non-commercial


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magazine editor I work with recently told me, "I get a ton of emailed press releases that are a pain. Either they attach multiple huge photos that gum up the works, or

they don't include clear email contact information, or they're all caps and bold and give me a headache. I'd love to see something about effective emailing."
Even though the use of texting and social media rs increasing email is still the number-one way we communicate in the office. Accordingto the Radicati Group,
the average user sends and receives
115 messages -----'1-^

per day.

That breaks down to 78 emails received and 37 emails
sent. Of the emails received, 13 are spam.

' ; * 1;'i' *



z *j'-)' *' '_

Three Ouestions to Ask Before Sending
write an email, ask yourself, "Would I write this if I knew the person I am u,'riting about would see it?" As I tellmy audiences, if the email is especialll, juicy, you
As you can bet someone

will forward it

on to them.


Second, ask, "Would

I write this if I knew it would

be seen five years from now?" If you have anl,thing emosay, do it tl-re old-fashioned way and talk to the person. (Can you believe one major electronics retailer actually used email to conduct a companl.wide 1a1,sff-21 Third, ask, "Would I write this if I knew it would end up on the cover of tomorrou.'s edition of I/SA TODAW" I read an article there that contained excerpts ofemails between an employee and his boss. She was director of marketing at a major national discount retailer and

tional to

Use Font Bolding and Colors
Moving to the body of

TED JANUSZ is a professional speaker
on the topic of "Social Media for

was allegedly having a romantic tryst with her male subordinate. The email excerpts were provided to t1-re newspaper by the man's ex-wife. Remember, like diamonds, the contents of your emails are forever.

smail, do not write in paraA11

graphs but use lots of white space.

of us have


The Most lmpoftant Part of an Email is . . .
The subject line. No matter how well-u.ritten the body of your email, the recipient of y.our email must perceive an immediate benefit if we expect him or her to even open it. According to Mark Oestreicher, director of sales at Farotech, "Most people decide if an email is interesting by previewing it without opening it, based on the sender's
email address and email subject line." About 69 percent

Baby Boomers," author, and marketing consultant. He is the author of the Soc/a/

attention spans. Kevin Gao, CEO and founder of Com100, states, "Most users aren't going to read the ftill text of your email. They're going to scan it for key points that they may be interested in. Keep your text short (sma1l paragraphs or bullets) and use font bolding and additional colors to highligl-rt words or phrases that you know will
be important to your users and clients."

Media Marketing
Guide for Parking

RememberWllFM ("What's ln lt for Me?")
If you use emails for marketing here is another tip from Oestreicher: "Did you know that 80 percent of email marketers send the same content to all oftheir subscribers? Our tip: use segmented lists and divide content based on user preferences."
Finally, before you hit the "send" count up the number ofpronouns. have versus the number of I's, and it for you if you do it my way," the

Professionals,which is a free publication for IPI members and
can be downloaded from parking.org/ socialmediaguide.
He can be


recipients make the decision to click on the "report spam" or "junk" button based on the subject 1ine, according to the Email Sender and Provider Coalition. Challenge yourself with subject lines. As with the see ifyou can convey your entire message in the subject line, then add the acronym EOM (for End Of Message), and leave the body of the email blank. Your recipients will love you for itl

writing of a text or a tweet,

reached at ti:*,ie:


or 614.440.7

button for any emai1, The more you's you the more "urhat's in more often you wiil

O o F @ E U

l I a

find your ernails will be opened and read.




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