An Email Review Checklist

Let's keep it simple today. I think I panic every time I hit send on an email. Going throuhg my checklist helps a bit to relieve the anxiety so here it is,

Clear Subject Line

The subject line is the first thing your recipient will see. A clear and concise subject line not only conveys the essence of your email but also grabs attention.

• Make sure it summarizes the content.

• Avoid vague or misleading phrases.

  
  

For instance, instead of “Meeting,” try “Meeting Request: Discuss Project Milestones.”

Proper Greetings

Starting your email with the right greeting sets the tone for the rest of the message.

• Use the recipient’s name if possible.

• If you’re uncertain about the level of formality, err on the side of being polite.

  
  

“Dear [Recipient's Name]” tends to be safer than a casual “Hey.”

Unless you are very confident in the quality of your data in regards to what you are using to personalize with merge fields, don't do it! Consider proper titlecase, completeness of data, etc.

Body Content Essentials

This is the meat of your email! Your content should be structured, with a clear opening, middle, and closing. Remember to:

• Get to the point quickly—avoid lengthy introductions.

• Use bullet points or numbered lists to make information easily digestible.

  
  

A well-organized email enhances readability and retains the reader’s attention.

Call to Action

Every email should have a clear call to action (CTA). What do you want the recipient to do after reading your email?

• Quite often, readers appreciate specific directions, whether it’s scheduling a call, providing feedback, or confirming attendance at an event.

  
  

Be direct and polite in your request to ensure clarity.

Proofreading

Before sending your email, take a close look at grammar, spelling, and punctuation. A typo can undermine your professionalism.

• Use tools like Grammarly or Hemingway to aid in proofreading.

• Reading your email out loud can also help catch errors you might otherwise miss.

I like to ask at least 2 other people to look at the email. Preferably one that has not seen the email or the copy before.

Attaching Relevant Documents

If your email refers to documents or data, ensure you’ve attached them before sending. Test if the file opens correctly and is easy to read.

• Mention in your email that you’ve included an attachment to avoid any confusion.

If you can, upload documents to your web server or email platform. Then you can send links (and track if they click!) instead of asking someone to open and download an attachment.

An effective email review checklist enhances not only the quality of your communication but also the likelihood of successful interactions.