Respect the Person Opening Your Email

Someone is giving you a few moments of their attention. Make those moments easy for them.

Monday morning. A bookstore manager sits down with forty-seven unread messages. She has an hour before the store opens. She is deciding which emails deserve her attention and which ones can wait.

Two of them are from authors requesting signings.

One subject line says: Book signing

The other says: Signing request — Alaska memoir — March availability

Which one would you open first?

You already know. Everyone does. The second subject line respects the manager’s time. It tells her what the email is about, what kind of book is involved, and what the author is asking — before she opens it. The first subject line tells her nothing. It asks her to do the work of figuring out what the author wants.

This is not about looking professional. This is about treating the person on the other end as someone whose time matters.

What the Recipient Sees

Every email an author sends to a bookstore, a reviewer, a podcast host, or a journalist is a request for attention. The recipient does not owe the author anything. They are choosing, from a crowded inbox, which messages deserve a response.

The author who makes the recipient’s job easier gives the request a better chance of being considered. Not because they are more talented. Because they showed respect for the person reading.

This means a clear subject line naming the book, the request, and the relevant detail. Not “Hello” or “Question” or “My book.” A subject line helping the recipient decide in one glance whether this email belongs in their day.

This means a brief message. Three to five sentences. Who you are. What the book is about. What you are asking. Keep the first message brief enough the recipient can quickly understand who you are, why you’re writing, and what you’re asking.

This means knowing the recipient’s name. “Dear Events Coordinator” is acceptable. “Hi” is not. When the manager’s name is readily available, use it. Those thirty seconds tell the recipient you took the time to learn whom you’re writing to.

This means a signature. Name, book title, website, phone number. The recipient who wants to follow up should find what they need at the bottom of the email without asking for it.

Your Email Address

When you register your domain name for your author website, most providers offer a professional email address — you@yourdomain.com. This is worth setting up. Every email sent from your domain carries your website address with it. The recipient sees your name and your web presence in the same line.

A Gmail or Yahoo address is not disqualifying. Many successful authors use them. But a domain-based address adds a small, steady signal: this author has invested in their presence. It is one element among several — the subject line, the message, the signature, the tone — contributing to the overall impression.

No single element makes or breaks the email. The combination does. A domain-based address with a vague message and no signature is no better than a Gmail address with a clear, respectful request. The email address is not the point. The respect is the point.

The Principle Underneath

Every piece of author communication — every email, every pitch, every signing request, every follow-up — is a conversation with a human being who has other things to do. The author who remembers this writes differently. They write shorter. They write clearer. They anticipate the question before the recipient asks it. They make the response easy because they understand they are asking for something valuable: a few moments of someone’s day.

This is not marketing technique. It is the same principle governing every page of writing worth reading: think about the person receiving the words, not the person sending them.

Before you send the next email to a bookstore, a reviewer, a podcast host, or a journalist, read it once from their side of the screen. Ask yourself: If I received this message in a crowded inbox on a Monday morning, would I respond?

If the answer is yes, send it. If the answer is no, rewrite it — not for you, but for them.

If this idea resonates with you, you will find the same philosophy throughout The Power of Authors by Evan and Lois Swensen, where the author’s work is always measured by the reader it serves.

The Power of Authors is available from Amazon or your favorite bookseller: http://evanswensen.com. If you’d like an autographed copy, you can order it here: http://bit.ly/4pgmzjM.

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