Event management requires constant communication. Whether it’s to get in touch with your attendees, ask for updates from your providers, or talk to your speakers, you’ll spend multiple hours in front of the computer writing emails. Unfortunately, there’s no way of getting around sending countless emails regarding the event logistics.
The worst part, however, is getting delayed responses. There’s nothing more dreadful and frustrating than anxiously refreshing your email on your phone, long past your working hours, waiting for an important reply. Moreover, in some cases, the reply will never arrive.
It happens all the time. One of your speakers is traveling and saw your email while running to the boarding gate, but completely forgot about your message. Your catering supplier is at an event that day and marked your email as unread, but still didn’t reply immediately. And your attendee will send you the required information much later than you requested because she was in a work meeting when she received your email and then she got caught up in her work.
Not getting email responses in a timely manner can be very annoying; however, if you want to get quick replies, there are some tricks you can use when you write your emails. Do you want to skip the anxious part of waiting for a reply? Then check out and use these recommendations:
Tip 1. Write a clear subject line
Everything starts with the subject line. Since your intention is to get someone to open your email, you’ll want to make it personal, short, and straight to the point. Let’s say, for example, that you’re communicating with a speaker and you need to get him or her to send you a short biography to publish on your website and event agenda.
Subject lines such as “Your short biography” or “Biography for the website” will likely not grab the speaker’s attention. To make sure your email won’t get lost under dozens or even hundreds of other messages, you can write the following subject line: “We found your biography online. Will this work for our website?”
This line will get your speaker’s attention for several reasons: First, he or she will want to check what exactly you found online. Second, you’re asking a clear question that might take just a few seconds to answer. Using clear and sometimes “clickbait-like” subject lines will get your emails opened (and replied to) much quicker.
Tip 2. Keep a short format and clear paragraphs
How would you react if you were in the middle of something and you received a long-format email with no paragraphs? Would you read the entire thing word for word, or skim through it, trying to understand what’s needed from you? Or perhaps you’d mark it as unread and go back to your task and then forget about it? A concise and clear email structure will show you’re respecting other person’s time and will help you get better and faster feedback.
Tip 3. Be ultra-specific
When planning an event, there’s no shortage of topics you need to discuss with other people. If you’re emailing the head of the AV team, you might be tempted to discuss the scenery design, the streaming, the speakers’ requests, and the event program.
Reading and replying to an email that touches dozens of issues and topics might be overwhelming, meaning there are less chances of getting a prompt reply. If there are multiple things to discuss, it’s better to send an email to agree to an online or in-person meeting hour and date.
In other words, whenever you need to clarify an entire list of topics, it’s better to talk directly to the person than through emails. To get a better reply rate to your emails, you’ll want to only focus one subject at a time. If you don’t, then you risk not getting a reply. Don’t waste time writing big, confusing, and clunky emails. It’s better to pick up the phone or schedule a meeting with the person you want to talk to.
Tip 4. Introduce one call to action per email only
What action do you want the email receiver to take once he or she reads your message? Are you trying to get more information about something? Or maybe you’re asking the person to make a decision regarding a planning matter?
Regardless of your intention, you’ll want to know exactly what your request is and introduce one call to action in your email. “But what if I want the speaker to send me their photo, their presentation, and a short bio at the same time?” you might be asking.
However, in that case, your request to the speaker is to attach and send you a specific list of documents, meaning there’s only one action. But don’t ask him or her, in the same email, which hotel he or she will be staying in or how to manage better his or her flight.
Create a different thread with a different call to action. To get a higher reply rate, you’ll want to keep your messages simple and ask your receivers to take just one action at a time.
Tip 5. Make your email easy and compelling to reply to immediately
How many times did you read an email, decide to reply later, and then completely forgot? Maybe you were running to catch a flight or were in a meeting when you read the message and decided to leave it for later. You had every intention of writing a nice, well-crafted response; however, it totally slipped your mind, and you never replied.
The same thing is true for the receivers of your emails. But if you make the message compelling enough, your receiver will want to reply immediately. In other words, you’ll want to make people feel like it would be easier to respond right away than to come back to it later. How can you do that? For example, you can simply ask something and offer several answers. Your recipient will be able to choose the option that suits him or her best and reply immediately.
Stop waiting for a reply
Although phone calls or meetings are the best options for solving intricate planning issues, emails are important for taking care of different logistic tasks. However, it might be difficult to get people to reply promptly.
To ensure higher rates of feedback, start your email with a clear, personalized, and direct subject line. Keep your message concise and write shorter paragraphs. Also, be very specific about your needs and include only one call to action.
Finally, make it difficult for people to read your email and not reply right away. Your message must be extremely clear and very compelling. If you follow these simple recommendations, you’ll be able to speed up the time between sending an important planning email and getting quick feedback.