Did you know that 247 billion emails are sent every day. This equates to one email every 0.00000035 seconds. Somedays it feels like half of those are delivered straight to my inbox. (Source)
An invaluable communication tool, email is probably the method I use most to interact with colleagues, clients, students and friends. However, I get around 300 or so emails a day. That, combined with a very full schedule means sometimes those emails go unanswered (or even unseen). There’s no way I have a corner on the lots-of-email-busy-schedule market, so I’m often on the other end — sending an email, trying to get a busy person to reply to my requests.
So how do you get busy people to respond to your emails? Some tips:
State your subject in the subject line: Your email subject line can make or break you in a couple of ways. If your subject isn’t clear, the recipient may not open it at all. If it has any kind of spammy words, it may trigger a spam or junk filter. Don’t be clever, be clear.
My friend Sherry says she puts the action needed right in the subject line. Something like, “Info to Share: Sherry’s Awesome” or “Approval Needed: Quote for Press Release.” Another friend, Amanda Ip (UO ’09) says if you’re networking and have a referral, put the name right in the subject. That helps get her attention and makes your message a priority.
Clear subject lines also make it easier for my email program to appropriately sort or thread your message and makes it easier to go back and find it later if needed.
Start on the right foot. Your salutation is your first chance to make a good impression.
“Hey, so-and-so” is universally panned as inappropriate and annoying, especially on first contact. It’s not friendly or casual, it’s immature and disrespectful. It’s not hard to do a bit of research and figure out how formal or informal someone is in their communications. Do some LinkedIn research or look for tone in Twitter content.
It’s safer to err on the side of being more formal at first. Ms. So-and-So or Mr. Blah-biddy Blah is usually appropriate and you’re not going to put anyone off. I will say, be careful about which honorific you choose, though. I hate (hate!) when people call me Mrs. Matthews. Matthews is the name I was born with and I’m not married.
In an academic setting Professor This-and-That is usually safe (the specifics of professor vs. instructor aren’t really interesting to anyone outside academia), but be careful about Dr. What’s-Her-Name. Dr. is a title bestowed upon those who complete specific requirements for their profession. In my case, I don’t have a PhD. Again, a little research will help you know what to use.
Note: Mx. as a gender-neutral honorific was added to the Oxford English Dictionary this week. I’m not sure I’d use it with just anyone, it may look like a typo, but it’s definitely worth knowing.
Don’t bury the lede. You’ve been clear in your subject line, but make sure the body of your email is equally clear. Keep the introductory remarks to a bare minimum. You don’t want to be rude (and you want to be culturally appropriate), but keep it short.
Avoid the scroll. In a world where we often check our emails via mobile devices, consider a smart phone screen the ideal length of an email.
That’s about 115 words (the first two paragraphs of this blog post). If you can’t get your point in that space, you very well may have lost the battle. Busy people have a lot of things competing for their attention.
Another mobile tip: when you can, include the text of an attachment in the body of the email along with the attachments. Not all attachments open on all devices and you don’t want that to get in the way of getting a reply.
Make it skim-able. A big block of text is hard to read on a screen of any size. Breaking up the text into no more than two or three lines per paragraph makes it easier for the reader to see the point and take in what you’re asking. Making it hard to read your email is only going to slow the reply.
Try another line. If you have tried email and not received a response, you can try reaching out on Twitter or LinkedIn. Don’t be shy about resending the email. I call my email the Pit of Despair. Once an email slides off the first screen, it can be out of sight out of mind.
Sending a follow-up is not annoying to most busy people, as long as you’re professional, polite and gracious about how you do it.
Take it off-line. As several colleagues said when I asked this question via Facebook, sometimes an in-person meeting or a quick phone call is much more productive than a back-and-forth email conversation. Ask for a few minutes of their time and set a time that you can call them. You can work through multiple screens of emails in a short time and get more done.
But don’t just take my word for it. A handful of great blog posts and resources on this very topic:
How To Write Emails To Busy People (Business Insider)
What tips do you have for getting replies from busy people?