Do you ever write an email and wonder why you’re not getting a fast response?
The answer is simple: you’re not being direct enough and you’ve probably overwhelmed the recipient with too much unnecessary information.
But you’ll be pleased to hear to that with a little practise, you can make your writing style much easier to reply to.
Our email writing tips are here to give you guidance so that you can quickly work with a broad set of rules; no matter who the recipient may be.
This is especially true for business clients, but you can also confidently apply the same email writing tips for correspondence with your colleagues, friends, and family.
So, take a look at our tips and stop wondering how to write an email that gets a fast response; start doing it.
- Make your emails shorter
When a working day is long and busy, finding the time to reply to emails can take a back seat. If you’re someone who writes lengthy emails that also dip off topic from time-to-time, your recipients probably take one look and feel too overwhelmed to reply straight away.
Keeping your email writing short and to the point will enable your recipient to quickly digest the information you’ve sent over. This means that they can compose a reply quicker, so you’ll get the fast response you want.
When it comes to learning how to write an email, remember to keep it short, direct, and about a single topic.
- Don’t write emails unless it’s important
One of the most damaging email writing habits is writing too many. You’ve got to make your emails count and seem important whenever you send them.
This can be easily achieved by sending fewer. It might not sound like the best way to get someone’s attention, but if you simply bombard them with email after email they’ll already know that you won’t stop anytime soon.
Remember that in an office you can walk to talk to a colleague or save several small issues for your next meeting with a client. You shouldn’t use email for everything and you’ll be surprised at how quickly people start replying when you start sending fewer.
- Ask the recipient to reply
One of the most overlooked tactics to get a quicker response to emails is simply asking the recipient to reply. Doing this in the right way will add urgency to your email and give the recipient a reason to reply to you sooner.
Try finishing your email with a question like “can I expect to hear back from you about this before lunch?” or a statement such as “I’m looking forward to hearing your response today”. Just be polite and confidently ask the recipient to reply in order to get a fast response to your next email.
- Give your emails a deadline
As mentioned above, adding a sense of urgency to your email writing is a great way to get the response you want even quicker. If you need something done or a response faster, make sure that you give a deadline for the recipient to abide by.
There’s no point in leaving the deadline in your email open-ended, you’ve got to give a day and a time. So, why not try ending your next email with something like “If you can reply back to me with your report by 5pm Thursday at the latest, we’ll have time to go through it before the meeting on Friday”.
As you can see, the recipient now has a deadline to respond to your email and an added reminder of the upcoming deadline on Friday.
- Write emails to individuals when possible
It’s important to remember that a lot of people imagine that they needn’t do anything themselves when others are involved in the same tasks. It’s the same when it comes to emails. This is a great example of why you should always try to email to an individual over a group of people whenever possible.
If you email each individual and ask them to do a job directly, you’ll find that the job will be completed quicker and any response will come back to you much faster. If you do need to message more than one person, assign everyone a task and ask them to all contact you with an update by a certain deadline.