Email subject lines are the virtual equivalent of a newspaper headline. They play a crucial role in determining whether your recipient will open your email and engage with your message. Investing time in composing a thoughtful, concise subject line can significantly improve your email communication.
Understand the Importance of a Subject Line
A well-crafted subject line encapsulates the essence of your email. In a mere glance, the recipient should be able to comprehend the core message you’re trying to convey. A vague subject line such as “Hey” or “Tomorrow” fails to provide any substantial information.
Moreover, a distinctive subject line aids in sifting through your email archives, enabling you to locate specific emails with ease.
Three Key Tips for Crafting the Perfect Subject Line
Tip 1: Summarize the 3Ws in the Subject
If your email requires action from the recipient, consider incorporating the ‘Who’, ‘What’, and ‘When’ concisely in the subject line.
For instance, “Chris – need your report by tom COB.”
To stress the significance of the action, you could prepend your subject line with [ACTION], for example: “[ACTION] John, reminder to send slides by Thu @ 5 p.m.”
Tip 2: Implement Prefix Modifiers
For non-action-oriented emails, consider using prefix modifiers such as URGENT, CONFIDENTIAL, IMP (Important) or FYI (For Your Information) to convey the intent of your email.
Ensure the prefix is at the beginning of the subject line to avoid it being overlooked or truncated, particularly when viewed on smaller screens.
Bad Example: “Info regarding your Dec 1st trip [URGENT].” Good Example: “[URGENT] Info regarding your Dec 1st trip.”
Tip 3: Use the Subject Line as the Email for Brief Messages
For exceedingly short emails, consider using the subject line as the message itself, akin to a text message. End it with EOM (End of Message) to signify the completion of your message.
For example: “Carol – the team decided on Border Cafe for lunch @1pm <EOM>” or “Quick question: did you upgrade to the latest version of iOS? <EOM>”
Be Prudent When Changing Subject Lines
While responding to an email, refrain from altering the subject line unless necessary. This practice allows for a more seamless tracking of the conversation and makes it easier to locate specific emails in the future.
Email programs often group conversations based on the subject line text, so modifying it could disrupt this feature.
However, there are instances where changing the subject line is advisable:
- Change of Topic: If the email thread drifts to a new topic, it’s best to initiate a new email thread with a relevant subject line to avoid confusion.
- Altering Recipients: If you’re modifying the recipient list due to confidentiality reasons, adding a prefix such as “[Removing Vendor]” or “[Internal Only]” ensures everyone is aware of the changes.
Remember, altering the subject line should be an exception rather than the norm. This principle ensures that your email threads remain organized and easily retrievable when needed.
If you’d like to learn more, check out “Don’t Reply All”
