{"id":25401,"date":"2021-05-10T15:56:02","date_gmt":"2021-05-10T19:56:02","guid":{"rendered":"https:\/\/calepin.co\/?p=25401"},"modified":"2021-05-10T15:56:02","modified_gmt":"2021-05-10T19:56:02","slug":"how-to-email-a-busy-person","status":"publish","type":"post","link":"https:\/\/calepin.co\/?p=25401","title":{"rendered":"How To Email a Busy Person and Have Them Actually Read Your Email"},"content":{"rendered":"

\"HowLet\u2019s say you needed to email an important person out of the blue.<\/p>\n

Maybe it’s a hiring manager at a company you’re interested in working at. Maybe it’s some type of outreach marketing email<\/a> for your current job.<\/p>\n

Learning how to email a busy person requires a little finesse and psychology. I know people who\u2019ve tried to schedule a call with a busy person, and after repeated back-and-forth scheduling emails, the busy person simply responded with, \u201cSorry, I just don\u2019t have time<\/em>.\u201d<\/p>\n

Your goal is to minimize the back and forth communication and make it easy for the busy person to find time to talk to you. Here are five important tactics to keep in mind when you write that email.<\/p>\n<\/div><\/div><\/div><\/div><\/div>

You (the lower-status person) should initiate the call, but provide your phone number in case they (the higher-status person) want to speak to you right now<\/h2><\/div>

By the way, don\u2019t get offended by the use of the phrase \u201clower-status.\u201d Let\u2019s be candid: If you want something from someone else, in this situation, you are of lower status, looking to level up by talking to this person.<\/p>\n

Whether it\u2019s less famous, less wealthy, less successful, less important, or less busy, that\u2019s just the way it is. Remember, YOU want something from THEM. It\u2019s important to recognize this and work around the busy person\u2019s schedule.<\/p>\n<\/div><\/div><\/div><\/div><\/div>

Make It So Easy, They Don\u2019t Have To Think<\/h2><\/div>

You can\u2019t ask them to work around your schedule, but at the same time, you want to make it easy for them to say \u201cyes.\u201d Don\u2019t put it on them to come up with a bunch of times that work.<\/p>\n

Instead, offer them a couple of different options for times that would work for the call. That respects their schedule and leaves the final decision in their hands, but doesn\u2019t require a lot of thought.<\/p>\n<\/div><\/div><\/div><\/div><\/div>

Send The Email When They\u2019re The Most Likely To Read It<\/h2><\/div>

\"sendYou wouldn\u2019t believe how many people email complex questions to a busy person on a Friday afternoon. Why? Why would you send something requiring lots of work to someone on their way out for a weekend?<\/p>\n

If you don\u2019t think about the busy person, you lose. To maximize your chance of getting a response, email a busy person<\/a> when they\u2019re most likely to read and actually process it.<\/p>\n

In other words:<\/p>\n

-Do NOT email a busy person on Monday morning<\/p>\n

-Do NOT email a busy person on their birthday (unless it\u2019s a simple happy birthday message)<\/p>\n

Instead, think when they\u2019re most apt to read and respond to an email. Maybe during lunch break? Maybe Sunday night when they\u2019re prepping for their week?<\/p>\n<\/div><\/div><\/div><\/div><\/div>

Check The Formatting Of Your Email Message<\/h2><\/div>

Bad formatting can crash and burn even the most helpful, interesting email.<\/p>\n

Use paragraph breaks and bullet points liberally to make your email easy to read.<\/p>\n

For emails to higher-up executives<\/a>, I suggest sending yourself a test email to make sure it\u2019s readable and any URLs are clickable.<\/p>\n<\/div><\/div><\/div><\/div><\/div>

Use Correct Grammar And Spelling<\/h2><\/div>

Lazy typos signal laziness. Use proper punctuation and capitalization.<\/p>\n

Don\u2019t use lower case \u201ci\u201ds or texting abbreviations. An email should be more polished than a text message.<\/p>\n

Always proofread your email. Let the reader focus on your well-crafted message, not the fact that you still do not know the difference between \u201cits\u201d and \u201cit\u2019s.\u201d<\/p>\n

If you keep all of those in mind, you\u2019ve got a great shot at getting a quick and positive response.<\/p>\n<\/div><\/div><\/div><\/div><\/div>

A Perfect Example and Why It Worked<\/h2><\/div>

I recently got an email from Ramit Sethi about this very subject and he gave an excellent example with reasons why it worked.<\/p>\n

Here’s the email.<\/p>\n

\n

SUBJECT: UCSD soph will be in NYC next week – coffee?<\/p>\n

Hi Ramit,<\/p>\n

My name is Michelle and I’m a sophomore at UCSD, where I’m studying technology and psychology. I’ll be in New York next week and was wondering — can I take you to coffee?<\/p>\n

[MUTUAL CONTACT #1] and [MUTUAL CONTACT #2]\u00a0actually suggested I get in touch. I’ve been working on a persuasive technology project that might be interesting for your work at IWT.<\/p>\n

How does next Thursday, 4\/20 or Friday, 4\/21 work? I’m free all day, especially the afternoon, and I can meet whenever is convenient for you.<\/p>\n

Thanks,<\/p>\n

– Michelle<\/p>\n

My cell: XXX-XXX-XXXX<\/p>\n<\/blockquote>\n

That email worked, and Ramit explains why.<\/p>\n