An effective subject line is crucial for capturing your employees' attention in a crowded inbox and improving your email open rates. Use these best practices to write compelling subject lines for your internal communications.
1. Keep it Short and Scannable
Aim for a subject line that is 5-7 words (around 40-50 characters). This length is optimized for readability on both desktop and mobile devices, ensuring your full message is visible at a glance.
2. Personalize with Merge Fields
Personalization creates a direct connection with the reader and makes them feel valued. Use merge fields to include employee-specific details. Go beyond just the first name for greater impact.
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Example:
{{team_name}} team - you're crushing your Q3 goals! -
Example:
Important update for our {{office_location}} office
3. Target Your Audience
Relevant content gets read. Instead of using a generic subject line for all employees, tailor it to the specific audience. Use distribution lists to segment your recipients and ensure the subject line speaks directly to their interests and needs.
- A subject line for the Sales team will be very different from one for the Engineering team.
4. Use Emojis Strategically
Emojis can make your subject line stand out and increase open rates, but they must be used appropriately. Use one or two relevant emojis to add visual interest and convey tone. Overusing them or using irrelevant ones can appear unprofessional.
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Good Example:
💡 A new tip for using our updated software -
Good Example:
🎉 Celebrating our recent project launch -
Good Example:
🚨 Urgent: Office closure information
5. Maintain Consistency for Recurring Sends
For regular communications like weekly newsletters or monthly updates, use a consistent and predictable subject line format. This builds recognizability, helps employees find your emails easily, and allows them to search for past editions in their inbox.
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Example:
The Weekly Sync: May 9 - 15 -
Example:
CS Monthly Metrics: April 2024 Highlights
6. Create a Sense of Urgency or Excitement
Use action-oriented verbs to prompt the reader to open the email. Words like "discover," "learn," "register," or "win" can motivate employees and act as a clear call-to-action.
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Example:
Sales Team: Learn how to win more deals with these templates -
Example:
Register today for the upcoming town hall meeting