What Does Your Email Subject Line Say to a Reader?

by Laura Finney

A few days ago, I received an email and the subject read: “REPORT ATTACHED….!!!!!!!!” I knew the person sending the email. What I did not know was the reason I was receiving the email. Clearly all caps must mean this is something “urgent” that I need to open and read. The exclamation points (all eight of them) were clearly excessive.

I opened the email to learn that I was one of four included on the distribution list. The “report” had no relevance to me or any work that I was involved with. I responded (because this would take less than two minutes) to ask if there was any action I needed to take with the information that had been sent to me. I was told, “No, it was just in case you needed it…later.” For clarification, this was not an email from an Effective Edge colleague.

When I see email subject lines that are not clear, I wonder if the sender is using The Effective Edge’s Email Effectiveness. The Email Effectiveness allows me to send clear and concise messages. In the subject line, the reader can determine before reviewing the email, what I want them to do with the email. Clarifying the need to respond or not to respond helps the reader by preparing them for the next action. For writing effective emails, reviewing the PASS (Purpose, Actions, Specific, Supporting resources) system allows me to use a method that will help the reader determine the next course of action.

As outlined in the Getting the EDGE training program, most people will scan the email within eight to ten seconds. The reader should be able to determine PASS within that amount of time.

Using PASS allows me to be more efficient in receiving any response I may be looking for in return. It has also given me the freedom from exchanging multiple emails when attempting to relay a clear message.

Now I send emails with confidence, knowing the reader can respond effectively and efficiently.