How can you write an email that gets a response every time?

2 Write a catchy subject line

Your subject line is the first thing your recipient sees in their inbox, and it can make or break your email. You want to write a subject line that is clear, concise, and compelling. It should summarize the main point of your email and spark curiosity or urgency. Avoid vague, generic, or spammy subject lines that might get ignored or deleted. Use keywords, numbers, or questions that capture your recipient's attention and entice them to open your email.

3 Start with a personalized greeting

A personalized greeting is a simple but powerful way to show your recipient that you care about them and that you are not sending a mass email. Use their name, title, or a common connection to address them. For example, "Dear John," "Hi Sarah," or "Hello Dr. Smith." Avoid using "To whom it may concern" or "Dear Sir/Madam," which are impersonal and outdated. A personalized greeting will help you establish rapport and trust with your recipient and set the tone for the rest of your email.

4 State your purpose and value proposition

The next step is to state your purpose and value proposition in the first paragraph of your email. Your purpose is the reason why you are writing and what you want to achieve. Your value proposition is the benefit or outcome that you can offer to your recipient. You want to be clear, concise, and specific about your purpose and value proposition, and avoid rambling or irrelevant details. You also want to show how your purpose and value proposition align with your recipient's goals, needs, or interests, and how they can help them solve a problem, achieve a result, or satisfy a need.

6 Proofread and edit your email

Before you hit send, you need to proofread and edit your email for spelling, grammar, punctuation, and clarity. You want to avoid any errors or mistakes that might undermine your credibility, professionalism, or message. You also want to check your tone, style, and format, and make sure they are consistent and appropriate for your audience and purpose. You can use tools like Grammarly, Hemingway, or ProWritingAid to help you proofread and edit your email. A well-written email will help you make a positive impression and get a response every time.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?