How to Write Emails That Get Read: Best Practices for Busy Professionals

Professionals are bombarded with emails, making it harder than ever to stand out in crowded inboxes. Writing emails that actually get read is a challenge—especially when the recipient is using tools like MailViz, which automatically prioritizes messages based on importance. So how do you ensure your emails make it to the top of the list? Here are some best practices for crafting emails that grab attention and get responses from even the busiest professionals.

1. Craft a Clear and Compelling Subject Line

Your subject line is the first thing your recipient sees, and it’s your best chance to make a strong first impression. Keep it short, direct, and action-oriented. Instead of vague subject lines like “Meeting” or “Update,” be specific about the content and urgency. For example:

• “Quick Update on Project X – Action Needed by Friday”

• “3 Ideas to Boost Next Quarter’s Sales”

• “Time-Sensitive: Budget Approval Required”

If your email looks like it will offer clear value or requires immediate attention, it’s more likely to be opened—especially when filtered by MailViz’s prioritization system.

2. Get to the Point in the First Sentence

Busy professionals don’t have time for long-winded introductions. Once they open your email, hook them immediately by stating your purpose in the very first sentence. Avoid beating around the bush—make it clear what the email is about and what action you need from them.

For example:

• “I’m reaching out to confirm the agenda for next Tuesday’s meeting.”

• “Can you review the attached proposal and provide feedback by EOD?”

This direct approach not only shows respect for the reader’s time but also helps prioritize your message as actionable, increasing the chances of a quick response.

3. Keep It Short and Focused

No one wants to read a novel in their inbox. The shorter and more focused your email, the better. Stick to one main point per email whenever possible, and if you need to discuss multiple topics, use bullet points or numbered lists to break up the information. This structure makes your email easier to scan, which is critical for busy professionals managing high volumes of messages.

Use formatting like bolding or underlining sparingly but strategically to highlight key information—this ensures that even if someone is skimming, they won’t miss important details.

4. End with a Clear Call to Action

The best emails end with a specific, clear call to action. What do you want the recipient to do next? Whether it’s replying with feedback, scheduling a meeting, or approving a document, make your request direct and actionable. For example:

• “Please confirm by COB tomorrow if this plan works for you.”

• “Can we set up a call this Friday to discuss?”

• “Let me know if you have any questions or if we’re ready to move forward.”

This gives the recipient a clear direction, making it easier for them to respond and prioritize your email in their workflow.

5. Use Personalization to Stand Out

People are more likely to engage with emails that feel personalized and relevant. If possible, address the recipient by name and tailor the content to their role, interests, or recent projects. A little personalization goes a long way in making your email feel important and less like a mass message. For instance:

• “Hi Sarah, I saw your recent post on LinkedIn about project management tools, and I wanted to share an idea that could streamline your team’s workflow.”

Personalization not only grabs attention but also makes your email more likely to get prioritized by intelligent filtering systems like MailViz.

6. Optimize Timing for Maximum Visibility

Timing matters when sending emails. While every industry is different, emails sent early in the morning or shortly after lunch are more likely to get read because professionals often check their inboxes during these times. Tools like MailViz can help by providing insights into when your recipient is most likely to engage with emails, but you can also take note of their habits and patterns to send emails at optimal times.

7. Leverage Attachments and Links Wisely

Busy professionals don’t have time to sift through excessive attachments or long-winded emails. If you need to include additional information, consider embedding links to relevant documents or resources rather than attaching large files that could bog down their inbox. Keep in mind that MailViz and other AI-driven tools often prioritize emails that are clean, concise, and free from unnecessary clutter. For example, instead of attaching a 10-page report, try:

• “You can review the full proposal [here].”

This keeps the email streamlined while still providing easy access to the necessary information.

8. Follow Up Smartly

Professionals are busy, and sometimes emails get lost in the shuffle. If you don’t get a response, don’t hesitate to send a polite follow-up. Keep it short and reference your original email. A message like, “Just checking in to see if you had a chance to review my email from last week regarding the sales strategy,” reminds them without being pushy. MailViz’s prioritization feature will flag follow-up emails as higher priority, increasing the chance of a timely response.

Conclusion

Writing emails that get read by busy professionals takes a combination of clear, concise communication and strategic structuring. By crafting compelling subject lines, getting straight to the point, and keeping emails short, you increase your chances of standing out in a cluttered inbox. And with tools like MailViz, you can further enhance your message’s visibility by leveraging smart filters, prioritization, and optimized follow-up strategies. Remember, the goal is to make it easy for your recipient to understand the purpose of your email, act on it, and move on—making both of your workflows smoother and more efficient.