Email Subject Line

There have been many occasions when business professionals whose native tounge is not English asked me about the email subject line.  They find it a challenge to construct a good, short, impacted subject line.  This concern is also true for people whose native language is English.

1)   The subject line should clearly tell the receiver what the email is about.  There should be no guessing what the email contains. 

ex.)  Reminder About Meeting on Monday / Test Results Enclosed / RE:  John Smith Contact Info.

2)  The email subject should be as short as possible.  It should also be a sentence or less.  I understand that sometimes it seems really difficult to state the contents in under 6-8 words.  Don't get too stressed out.  This is my recommendation, but once in a while if you have to then (you can not think of any other way) go ahead.

3)  The first letter of the first word should be capitalized.  After that all first letters should be capitalized except for articles, prepositions and conjunctions.  Although, I occasionally capitalize prepositions.

ex.)  Thoughts on the T5 Project / Thoughts About the T5 Project / Final Draft for Upcoming Seminar / Regarding Wednesday's Luncheon

4) The use of punctuation can be helpful by reducing the amount of words and also so the receiver can understand the email easier.

ex.)  Materials for Commencement Speech (Final Draft) / (Urgent) Counteroffer From Supplier / Today's S&M Meeting Cancelled - Contact Mr. Smith for Details

5)  You can shortened or abbreviate words in an email subject line.  Use only common abbreviations or abbreviations that the receiver can understand. 

ex.)  Question Reg. Order / Attn:  John Smith (Renewal Requested) / Rx Expires Next Week

6)  You can use the email subject line to deliver your message with  no contents.  In this case use (EOM).  EOM stands for end of message.

ex.)  Package Sent at 10AM (EOM) / Resend the Documents (EOM)

7)  Use common business-like vocabulary in your subject line.  These words can help reduce the amount of words and also send a clearer message to the receiver.

ex.)  P45 Test Validated / Please Clarify Pg. 4 of the Proposal / Details of the On-Going Test / Circular Letter Detailing Merger / Short Term Proposal / OSHA Compliance Insepction Scheduled

8)  Do not write all the letters in capital letters or in lower case letters. 


I want to reiterate that it is sometimes difficult in constructing a good subject line.  Try to utilize some of the tips above and with a bit of testing and trying, you should find yourself better at writing the email subject line.