Email Etiquette: Use An Appropriate Subject Line If You Want A Reply

Everyone who works in an office environment uses email as a major component in communicating messages every day, but one of the most common complaints is that people don't get replies to their emails. One reason that happens is that the messages are not even read, but deleted or consigned to the junk file immediately.

The deciding factor as to whether your email is opened or deleted is often the subject line. So it's in your own interests to write a subject line that entices the reader to open and read your message.

So what makes an enticing subject line? Two things:

1. It leaves no doubt as to the subject of the email.
2. The reader sees that it's in his or her own interests to read the message.

Vague subject lines such as, "Budget figures" are not enticing. What about the budget figures? Are you sending them for my information? Are you asking me for my figures? Do you want input of any kind from me? Must I do this now?

There are too many questions there, and the reader will most likely opt to do nothing and probably not even read the message.

Here's an alternative subject line to consider: "Your budget figures required for President's report by Friday morning, Maria". Doesn't that change the picture right away? It does, because it meets both criteria. It expresses exactly what the message is about, and why Maria needs to pay attention.

Suppose I send you an email message with the subject line, "Monthly Sales Meeting." The meeting is always held on the last Wednesday of the month, and today is only the second Tuesday. I'm busy, so I'll probably decide to leave this message for now and read it later and we all know that can mean never!

But suppose I say instead, "Change of time and date for this month's sales meeting." That's quite different, isn't it? After all, it's in my interest to show up at the right time for the meeting and I'll want to change the note in my schedule, so I'm going to open the message right away.

I recommend you leave your subject line until after you've written the message, and then spend a minute crafting it so that it meets my two criteria. Your important messages will be read and answered, instead of consigned to the trash.