How to Write a Perfect Email Subject Line?

First things first. When writing an email, the subject line should always be the first priority. Never mention the recipient name or write the message body first. Write the subject line, followed by the email body and then the recipient name. The subject line represents the crux of an email. Thus, it is very important to know how to write a PERFECT email subject line. Emails are of various types. For example, a business proposal, email for marketing, personal emails and so on. Since each of them is for a different purpose, the writing style may also vary. But will the subject line be the same for all? The catch is here! Following are some tips one should keep in mind to write a perfect subject line.

Keep it as short and informative as possible

This is the very first thing to keep in mind while writing an email subject line. Don’t try to make it very lengthy. Avoid using information that is irrelevant. You should keep it short, informative and to the point. Focus on the matter of the email and then decide the subject line accordingly. Don’t bore the reader with a lengthy subject line.

Try avoiding salutations

Salutations are meant for the body of the email. The subject line should not include words such as Dear, Sir, Ma’am, etc. Thus, one should avoid any kind of salutations. Write salutations while starting the body of the email. Salutations don’t reveal what the email wants to convey. As the subject line has a restriction to a word limit, you wouldn’t want to waste it on salutations.

Don’t forget the dates

If your email has certain deadlines relating to work or any event, make sure you mention the dates in the subject line. Dates are the most important. Imagine, if the reader by any chance skips reading the dates in the body of the email. If you have provided the dates in the subject line the reader would obviously read the dates. Dates may be necessary to make your email precisely informative.

Catchy subject lines always attract

If your email has a very boring and lengthy subject line, there are chances that the reader might skip your email. If the reader doesn’t know you and your subject line doesn’t attract him/her, he won’t read it. So, try to make your subject lines catchy using words that attract the reader. For e.g., if you are sending an email regarding a concert, try writing “The night begins here!”

It might attract all the night party lovers.

Use logical and commonly used keywords

There are a huge number of emails we receive every day. Many professionals have different folders set up to manage their emails. Thus they might not focus on the email you’ve sent if it does not have the necessary keywords. That’s why it is important to use keywords related to the topic of the email which will make it searchable later.

For example, if you are applying for a job or looking for a job, and you send an email to them sharing your resume, the concerned person is likely to forget about your application later. Your email shall go down in the list, not visible anymore. However, if you add relevant keywords such as ‘Job application for the role of …’ you are likely to appear in the list when the person looks out for job applications.

Make the reader feel special

This is an important point to consider when it comes to marketing emails or promotional emails. When one wants to follow email marketing as a marketing strategy, they often look forward to understanding how to write a perfect email subject line that opens. No one has a special time to read each and every email. However, using attention seeking words can help. Even if you don’t know the reader, you can make them feel special. Try using words that make the reader happy and give them a sense of belonging. Try using phrases such as:

  • Exclusively for you.
  • You’re invited
  • My gift to you

Mention if you need a prompt response

The reader needs to know whether the email has to be responded or not. If you don’t mention whether the email has to be responded to then there are chances that the reader may not reply. Also note, never use the word REVERT BACK. As the word revert itself means reply or respond to someone. If you don’t need a response, simply write “no response needed” or “FYI”.

For example, when you need a response to confirm the reader’s presence in a meeting, you may write a subject line like this.

Project management meeting on Friday, 2.00pm – Confirm your presence


In case you do not need a response, you may write like this.

FYI, Management meeting to take place on Friday at 2.00pm

Use the company or recipient’s name

You can personalize the subject line of your email using the recipient or the company name. Using their name or company name is one of the best ways to let the recipient know if the email is particularly about them. For e.g., “Company profits increased by 15%”, “Paul, see your comparison with competitors.”

Don’t put all the words in CAPS

Well, it might gain the reader’s attention, but not in a good way. All the words in CAPS may be interpreted by the user as if the sender is yelling. As ALL CAPS is digitally equivalent to yelling, it is your job to make the email easy going and not to make the reader anxious. Keep the subject line simple.

Don’t forget to reread your subject line

Lastly, reread your subject line so that you know you’ve put the relevant details there. Don’t forget to mention any important dates. Sometimes, when we copy paste while sending multiple emails, we forget to edit it. Make sure you reread your subject line before pressing send.

These are the tips you need to keep in mind while writing a perfect subject line. It will not only gain readers’ attention but will also make your email more professional. If your subject line isn’t catchy enough, then your email won’t be read ultimately of no use to you then. Make sure you write attractive subject lines if you want your email to be read.


Originally posted here.

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