The subject line is the first thing that a recipient sees in an email. Most of the time, they see it before opening the email itself, as depending on the email client, the subject and recipient is shown before the entire message Email1and1 .
The subject should provide enough information about the email so the recipient knows what it is about it before opening. A subject such as “Review” or “Document” is very vague and doesn’t really help. However, a subject such as “Review Requirements Document” is more specific and gives the recipient more information about the email.
Start off your email by providing a greeting – don’t just launch into the email. There are a few occasions where you can simply reply to the email with a quick answer, but in almost all cases it’s better to have a greeting.
How should you use a greeting in an email? Well, this email is formal but not as formal as a business letter. Using “Dear John” is too formal. Something like “Hi,” or “Hello,” or “Hi John,” is usually acceptable. It would need to be adjusted if there is more than one recipient. I tend to include both names if there are two people, or the word “all” if there are more than two. For example, “Hi John, Peter,” if it’s two John and Peter, or “Hi all,” if it’s to John, Peter and someone else.
In this world of computers and technology, it’s tempting to turn the email into an essay and write anything and everything in there for your recipient. I’m not sure if you’ve ever gotten a long email before, but if you have, how did that make you feel? Did you feel interested in reading it, or did it turn you off and make it seem like it was a lot of work? I know how I feel when I receive a long email – it’s not a good thing.