Writing Skimmable Emails That Get Results

Mastering the art of skimmable emails can significantly influence how your messages are perceived. When you effectively engage your reader, you increase your chances of a positive response, turning a simple email into an opportunity for collaboration or action.

Why Skimmable Emails Matter

Every day, we are bombarded with numerous emails, making it crucial for your message to stand out. Skimmable emails help both senders and receivers save valuable time. According to a study by the Nielsen Norman Group, users only read about 20% of the text on a webpage.

Writing emails that are not only engaging but also effective.

1. Use a Clear Subject Line

Your subject line is the first thing a recipient sees, so make it count. Aim for clarity and specificity.

• Instead of: “Update”

• Try: “Project X: Status Update & Next Steps”

  
  

This approach immediately outlines the purpose of the email, enticing the reader to open it.

2. Start with a Summary

Kick off your email with a brief summary. This is especially useful for longer emails and helps readers understand the main points quickly.

For example, you might write, “This email covers updates on Project X, outlines next steps, and identifies potential challenges.” This simple introduction sets the tone for the content that follows.

3. Break the Content into Short Paragraphs

To enhance readability, keep your paragraphs short—aim for 2-3 sentences each. This formatting not only makes your email visually appealing but also keeps the reader engaged.

When crafting your message, focus on the essence of each paragraph. If you have a lot to communicate, using bullet points selectively can help clarify critical information, but limit this to one or two instances.

4. Utilize Headers and Subheaders

In longer emails, headers serve as essential signposts. They guide the reader and help them locate specific information quickly. Here’s an example of effective use of headers:

Project Overview

Timeline

Next Steps

By using headers, you create a more organized email that allows for quick reference.

5. Incorporate Visual Elements

Text is essential, but a well-placed visual can enhance understanding. Studies show that visual content can increase retention by up to 65%. Consider adding relevant charts, graphs, or images to emphasize key points. However, use visuals wisely; they should support your message rather than distract from it.

6. Keep Language Simple and Direct

Use clear and straightforward language to avoid confusion. Complex jargon can alienate the reader. Opt for active voice and simpler words.

Instead of saying, “We are currently evaluating the viability of implementing a new procedure,” try saying, “We are looking into whether to start a new procedure.” This direct approach helps the reader grasp your message more easily.

7. Highlight Important Information

Make key points stand out using bold text or italics. This technique draws attention to specific details.

For instance, if there’s a deadline, highlight it like this: Please respond by Friday, September 15. This visual cue ensures that the deadline is hard to overlook.

8. Conclude with a Clear Call to Action

Every email should have a purpose. As you wrap up your message, make sure to include a clear call to action (CTA). Whether you seek feedback, a reply, or an approval, specify what you need from the recipient.

For example, you could say, “Please let me know your thoughts by Friday.” This request sets a clear expectation and encourages prompt responses.

9. Edit Ruthlessly

Before sending, take a moment to review your email. Consider these questions:

• Is the message clear?

• Have I removed unnecessary words?

• Does the structure make it easy to skim?

  
  

Remember the principle: "Less is more." A concise email is often more effective than a lengthy one.

10. Test and Adapt

Finally, don't hesitate to experiment. Try different formats, styles, and structures to see what resonates with your audience. Monitor responses and adapt your strategies accordingly.

Feedback from each email can help you refine your approach over time. This will ensure that your emails not only get opened but also elicit the desired responses.

Focus on clarity, organization, and simplicity.