Answering Emails Like A Pro 10 Tips

You’ve been busy, but you’re finally ready to dive into your inbox. You open it up, and within a few seconds of reading the subject lines, your heart sinks. 

A dozen emails all need responses and they’re not even urgent! It’s tempting to just leave it all for tomorrow (or next week).

But if you take a few minutes now to organize your inbox and craft thoughtful responses to each message, it will save you a lot of time in the future. Here are some tips on how to answer emails more efficiently:

Takeaways
1. Respond promptly to emails to show professionalism.
2. Craft clear subject lines for better understanding.
3. Keep emails concise, focusing on key information.
4. Address the sender respectfully and professionally.
5. Proofread emails to avoid spelling and grammar errors.
6. Use appropriate formatting for better readability.
7. Provide actionable responses and solutions.
8. Avoid using overly informal language in replies.
9. Maintain a friendly tone while being professional.
10. Follow up when necessary to ensure smooth communication.

1. Plan Ahead

Planning is the most important part of your email management strategy. Planning allows you to be more effective, productive, and successful.

Planning helps you avoid procrastination. When you plan, it’s much easier to get things done because there aren’t any surprises. You know exactly what needs to be done for your project or task to be completed successfully.

Planning also helps avoid being overwhelmed by work because having an idea of how long something will take reduces stress levels and keeps energy levels high throughout the day (or week).

Planning also makes it possible for other people on your team to contribute their ideas and expertise to projects when needed instead of scrambling at the last minute trying to figure out what needs to be done next during a crisis where time isn’t on their side anymore (or ever).

Building a strong foundation in cold emailing is crucial for effective outreach. If you’re new to this, check out our comprehensive guide on Cold Emailing 101 to learn the basics and start your outreach journey.

2. Start Your Day With The Most Important Emails

If you’re anything like me, you probably have a lot of emails to respond to. And if you’re not like me, then good for you! But it’s important to get through all of your emails so that they don’t pile up and make your life harder.

Here’s a question: when do you start responding to them? Do you start with the most important ones first? Or do you go through them in chronological order?

In my experience, there are three ways that people tend to respond:

They start with their most difficult emails (or at least the ones they perceive as being more challenging). This can be effective if they have time set aside specifically for answering difficult emails or if they need this practice before moving on to something easier.

They start with their easiest emails (or at least those that seem less difficult). 

This works well when someone wants an easy win or feels overwhelmed by all of their other tasks and needs some immediate gratification from tackling something small right away. It also helps build momentum toward bigger things down the line!

They begin somewhere in the middle where they feel comfortable enough but aren’t afraid of getting stuck behind any particularly difficult tasks from previous days.”

Crafting compelling subject lines is an art that can significantly impact email open rates. Discover valuable insights in our article on Writing Email Subject Lines That Get Responses, and learn to capture your audience’s attention right from the subject.

3. Use To-Do Lists

To-do lists are an excellent way to keep track of all the tasks you need to accomplish. They give you an overview of everything that needs to be done and help you prioritize your time. 

They can also help motivate you because they are a visible reminder that there is work being accomplished, even if it’s not visible yet.

To create a to-do list:

Find a pen and paper or open a new document on your computer (or phone).

List items in order from most important through least important. If possible, make sure each item has its line on the page.

So that each task stands out more clearly than if items were combined into one long paragraph or list item title above another one with a similar importance level (e.g., “email client” versus “make sales call”).

4. Be Deliberate In Your Use Of Words

• Be deliberate in your use of words.
• Choose active verbs, not passive, to make your sentences more powerful and dynamic.
• Use short sentences with simple language so that you can be clear and precise about what you mean to say, which makes your message easier for others to understand (and hence more likely they’ll take action).
• Keep paragraphs short by using simple language: avoid complex vocabulary and long sentences where possible; break up text into shorter paragraphs if necessary; 

Use bullet points or numbered lists where appropriate instead of full-length paragraphs; try not using long blockquotes as they tend to be hard on the eyes unless necessary (e.g., quoting a lengthy quote from someone else’s work).

5. Use Short And Meaningful Subject Lines

The subject line is the first thing that a recipient will see when they open your email. It’s also the most important field in any email because it summarizes and communicates the tone of the message.

If you’re writing to someone for the first time and you don’t know them well yet, use a more formal subject line like “Introducing myself.” 

If you’re writing to an old friend or colleague that knows your style, feel free to use something more casual like “I’m thinking about making a cookie cake for our next meeting.”

In addition to communicating tone, subject lines must be concise. If someone has hundreds of unread emails sitting in their inbox, they probably won’t read yours if its title takes up half of their screen! 

Keep titles short but descriptive so that people can tell at-a-glance what they will receive when they click on your email (or reply).

For example: “Help with the project” is better than “Need help,” which could mean anything from needing some advice on how best to tackle an assignment at work to needing emotional support after losing someone close by suicide earlier today.”

Successful email marketing requires a well-thought-out strategy. Learn about actionable strategies and techniques in our post about Email Marketing Strategy that can help you connect with your audience effectively and achieve your marketing goals.

6. Avoid CC Unless Necessary

In your email, make sure to:

State the purpose of the email in the subject line. This will help you save time and avoid sending unnecessary follow-up emails later on.

Keep your message short and sweet. If your email is long, make sure to break it down into sections so the recipient doesn’t have to read through dozens of paragraphs at a time.

Avoid CC unless necessary, especially if it’s an “FYI” kind of email (e.g., “I’m adding someone who needs to be involved in this conversation”). 

The same goes for BCCs; they’re best reserved for confidential messages when you don’t want any recipients knowing who else received that message from you in case something sensitive was discussed or disclosed within it:

For example, with lawyers discussing client work matters without sharing the details publicly just yet so as not to prejudice their clients’ cases before the trial begins next week.

7. Use Numbers And Bullet Points To Make The Email Easier To Read

Use numbers to indicate items in a list. For example, if you have five reasons why you can’t meet up with your coworker for lunch, use numbers to make it easier to read and digest.

Use bullet points to make the email easier to read. By using bullets, you’ll also be able to shorten your emails by not having to include all of the details that may be super important but others won’t care about or need for them to understand what’s happening on their end.

Use a numbered list whenever possible because it gives people an easy way of checking off each item as they read through them (most importantly).

8. Avoid Unnecessary Phrases, E.G., “Just Let Me Know” Or “When You Have A Moment”

While it’s important to not come across as too formal, you also don’t want to be too casual. 

The best way to avoid this is by following the advice of email experts. In the book “Never Eat Alone,” author Keith Ferrazzi recommends that you use only one exclamation point at the end of your email and no smiley faces or other symbols in your emails. 

These small decisions can make a big difference in how people perceive you, so they’re worth taking into consideration.

9. Reply As Soon As Possible, Without Appearing Too Eager

There’s a fine balance between replying too soon and appearing too eager and waiting so long that the other person forgets you exist.

You should aim for a reply time of about two hours. If the email was sent first thing in the morning, like around 8 am, then try to get back to them by 10:30 am (or earlier if it’s urgent). This is plenty of time for most people to get back to you but not so much time that they forget.

Mastering the art of cold emailing can open doors to opportunities in marketing and sales. Dive into our comprehensive Cold Email Guide for Marketers & Salespeople to learn proven strategies that can help you make meaningful connections.

10. Practice Brevity, Sincerity, And Humility

To get an edge over the competition, you’ll want to be brief, sincere, and humble.

Be brief in your emails. Keep your sentences short so that the recipient will be able to read the message without having to go back and re-read it again. This will also help them respond faster if needed.

Be sincere in your emails. You must sound like a real person when writing back as opposed to sounding like a robot who is just going through the motions of writing out some pre-programmed responses for every situation that can arise in an email conversation with another person (like some companies do). 

People can tell when someone is being insincere and it makes them feel uncomfortable or even offended sometimes!

Real-world success stories inspire us to step up our email communication game. Read about how one individual’s cold email led to an incredible opportunity in our article, How I Cold E-Mailed a CEO and Got a Job at the Top of My Class, and learn how to leverage your communication skills for impressive results.

Conclusion

In the end, you have to remember that an email is a tool, not a game. It’s not about who can get their response sent first or whose subject line is the most clever. 

You should use your messages as a way to connect with others and build relationships not just for the sake of building them. So go forth into the world and do good work!

Further Reading

Here are some additional resources for enhancing your professional email communication:

Indeed Career Advice – How to Respond to Emails Professionally
Discover tips and strategies for crafting professional email responses that leave a positive impression on recipients.

ExpressPigeon – How to Professionally Reply to Email
Learn the art of crafting professional email replies that convey your message clearly and respectfully.

Science of People – Writing Professional Emails
Explore insights into the science behind writing effective and engaging professional emails that get noticed.

FAQs

How can I improve my email responses professionally?

Enhancing your email responses professionally involves maintaining a courteous tone, addressing the sender’s concerns, and providing clear and concise information.

What should I avoid in professional email replies?

Avoid using overly casual language, lengthy explanations, or jargon that the recipient might not understand. It’s essential to maintain professionalism in your communication.

How do I handle difficult or challenging emails professionally?

When dealing with challenging emails, take a calm and composed approach. Acknowledge the concerns raised, offer solutions or explanations, and always maintain a respectful tone.

What are some strategies for making my emails more impactful?

Craft clear and meaningful subject lines, use bullet points for key information, and structure your emails logically. Consider the recipient’s perspective to ensure your message resonates.

How can I build rapport through professional email communication?

Building rapport involves active listening, expressing genuine interest, and finding common ground with the recipient. Use personalized touches to make your emails more relatable and engaging.