This is the second post in our Email Errors series. See our previous post on attachments.
Ok, I’ll admit it. This post is mostly about me and how I treat email. I don’t usually read all my emails word for word. I tend to read the subject line to decide whether or not to open the message, but then only skim through the content of the email. It’s probably not the best way to manage email, but I bet I’m not the only person who goes through email like that.
With that in mind I’d like to point out a few ineffective ways people use the subject line in their emails.
Vague Wording
This can be as simple as only using a word like “Request” or “Question” or “Lunch.” While using subjects like that is ok from time to time and will likely get your recipient to open the email, there’s a better way. For example, instead of saying “Request” or “Question” go ahead ask your question in the subject line. If your question is complicated or fairly wordy at least put some of the details of your question in there, like “Request for help with website” or “Question about next week’s meeting.” Doing this will assist your recipients and help you improve your communication skill.
Too Much Detail
This is the opposite of the above and not nearly as common. You don’t want your subject line to get much longer than about 40-60 characters (about half the size of a tweet). Once that long it’s likely that many people’s email systems will chop off the words at the end. Aim for the core details of your email for your subject and nothing else.
FW: Fwd: RE: Fw: re:
Once an email gets passed around and replied to between different email softwares and accounts it might get tagged with prefixes letting people know if it’s a reply or forward. This is helpful as long as it only happens once or twice. But once there’s a chain of three or more it just looks cluttered. Delete any of these that you don’t really need.
Blank (No Subject)
Leaving off a subject may happen by mistake, impatience, or lack of creativity. Any time you’re communicating with someone else there’s going to be a message that you’re relaying, so you should put something in your subject line every time. If you leave it off for me I probably won’t open it very quickly.
Overselling The Email
Writing the subject in ALL CAPS, adding tons of exclamation marks, or making it high priority don’t really have their intended effects. First off, not all software handles priority the same. Second, the other person you’re sending the email to may not think it’s as important as you do. Third, if your email is really that important you might consider picking up the phone to call or text. Emails can lay unopen for extended periods of time.
These are just a few examples. What are some ways you’ve seen people misuse subject lines? Share in the comments.
Newsletters have been a part of ministry for as long as I can remember in various forms. Today, many churches have stopped producing printed newsletters to be mailed via USPS in favor of email newsletters. The benefits are stark. Less expense. Easier to produce. And easier to disseminate greater amounts of information to a larger audience.
