Subject Line Best Practices

Modified on Wed, 2 Oct at 3:58 PM

Creating an effective email subject line is important for grabbing a consumer's attention and encouraging them to open your message. The following are guidelines for best practices when creating email subject lines:

For General Account Information:

Be Clear and Specific: Indicate the nature of the email without alarming or misleading the consumer. For example, "Important Account Update" or "Your Account Requires Attention."
Keep it Concise: Aim for brevity since consumers might not open lengthy subject lines. A short, direct line like "Notice Regarding Your Account Balance" gets to the point without overwhelming the consumer.
Use Keywords: Incorporate words related to account status, payment, or billing that clearly reflect the email's content. Examples: "Account Balance Notice" or "Payment Reminder for Customer."
Avoid Spam Triggers: Refrain from using words like "Urgent," "Final Notice," "Immediate Action Required," or excessive punctuation. These can trigger spam filters and may seem aggressive. Instead, use straightforward language such as "Statement Reminder."
Personalize When Possible: Include the consumer's name or account number. For example, "John, Your Account Statement for September."
Maintain a Professional Tone: Given the sensitive nature of the content, subject lines should remain professional, polite, and non-threatening. Avoid phrases that sound confrontational or imply legal action unless it's a necessary, legally compliant step in the communication process. The tone of the subject line should match the overall tone of your email. For professional or formal communication, keep it straightforward and courteous.
Follow Compliance Guidelines: Ensure subject lines comply with applicable laws and avoid language that might be construed as deceptive or harassing.
Use Proper Capitalization: Apply title case or sentence case. For instance, "Upcoming Payment Due" or "Account Balance Update." Avoid all caps to prevent the impression of shouting or aggressive communication.
Personalize When Possible: If appropriate, including the consumer's name or a specific reference can make the email feel more relevant and increase open rates.
Test for Mobile: Since many people check emails on their phones, make sure the subject line is readable and conveys its message effectively on smaller screens.
Avoid All Caps: Writing the entire subject line in capital letters (e.g., "IMPORTANT UPDATE!!!") can come off as shouting, aggressive, or spammy. It may also trigger spam filters, reducing the chances of the email being delivered to the consumers inbox.
Follow Tone Consistency: Make sure that the capitalization matches the tone of the email. For a formal or professional tone, stick with proper title casing or sentence case.
Vary Subject Lines : Each template should have its own unique subject line, reusing the same subject line for multiple templates can trigger spam filters.

For Settlement Information:

Use Keywords: Include keywords that are related to settlements, like "Offer," "Settlement," "Resolution," or "Balance." For example, "Special Settlement Offer – Reduce Your Balance."
Avoid Spam Triggers: Be mindful of phrasing that may trigger spam filters. Avoid terms like "Urgent," "Final Offer," "Act Now," and excessive punctuation. Instead, opt for straightforward phrases such as "Flexible Settlement Options for Your Account."
Personalize When Possible: Include the consumer's name to add a personal touch (e.g., "John, Settle Your Account with Our New Offer"). Personalization can make the email more relevant and help increase open rates.
Maintain a Professional Tone: Settlement offers should be framed in a helpful and cooperative tone. Subject lines like "Let's Settle Your Account Together" or "Explore Settlement Options for Your Balance" suggest a collaborative approach.

Referencing Previous Contact:

Avoid False Claims: Never imply a previous conversation or interaction if there hasn't been one. Phrases like "We spoke the other day" or "Following up on our discussion" can be seen as deceptive and may lead to complaints or legal repercussions.
Be Honest: If this is the first contact or outreach attempt, be upfront about it in the subject line. Use phrasing like "Settlement Offer for Your Account" or "Options to Resolve Your Account Balance."
Use Friendly, Non-Pressuring Language: Instead of fabricating a prior interaction, use a welcoming tone to introduce the purpose of the email. For example, "Let's Discuss Your Settlement Options" or "We're Here to Help You Resolve Your Account."
Reference Past Notices, If Applicable: If you’ve sent other emails or letters, reference those past attempts. For instance, "Second Notice: Settlement Opportunity for Your Account." Ensure the claim is accurate to maintain consumer trust.
Offer an Introduction: If it's the first communication, consider subject lines like "Introducing Settlement Options for Your Account" to set the stage for future email attempts.

Email subject lines set the tone for communication with your consumers. For questions regarding email subject lines, contact [email protected]

Subject Line Best Practices

Creating an effective email subject line is important for grabbing a consumer's attention and encouraging them to open your message. The following are guidelines for best practices when creating email subject lines:

For General Account Information:

Be Clear and Specific: Indicate the nature of the email without alarming or misleading the consumer. For example, "Important Account Update" or "Your Account Requires Attention."

Keep it Concise: Aim for brevity since consumers might not open lengthy subject lines. A short, direct line like "Notice Regarding Your Account Balance" gets to the point without overwhelming the consumer.

Use Keywords: Incorporate words related to account status, payment, or billing that clearly reflect the email's content. Examples: "Account Balance Notice" or "Payment Reminder for Customer."

Avoid Spam Triggers: Refrain from using words like "Urgent," "Final Notice," "Immediate Action Required," or excessive punctuation. These can trigger spam filters and may seem aggressive. Instead, use straightforward language such as "Statement Reminder."

Personalize When Possible: Include the consumer's name or account number. For example, "John, Your Account Statement for September."

Follow Compliance Guidelines: Ensure subject lines comply with applicable laws and avoid language that might be construed as deceptive or harassing.

Use Proper Capitalization: Apply title case or sentence case. For instance, "Upcoming Payment Due" or "Account Balance Update." Avoid all caps to prevent the impression of shouting or aggressive communication.

Personalize When Possible: If appropriate, including the consumer's name or a specific reference can make the email feel more relevant and increase open rates.

Test for Mobile: Since many people check emails on their phones, make sure the subject line is readable and conveys its message effectively on smaller screens.

Avoid All Caps: Writing the entire subject line in capital letters (e.g., "IMPORTANT UPDATE!!!") can come off as shouting, aggressive, or spammy. It may also trigger spam filters, reducing the chances of the email being delivered to the consumers inbox.

Follow Tone Consistency: Make sure that the capitalization matches the tone of the email. For a formal or professional tone, stick with proper title casing or sentence case.

Vary Subject Lines : Each template should have its own unique subject line, reusing the same subject line for multiple templates can trigger spam filters.

For Settlement Information:

Use Keywords: Include keywords that are related to settlements, like "Offer," "Settlement," "Resolution," or "Balance." For example, "Special Settlement Offer – Reduce Your Balance."

Avoid Spam Triggers: Be mindful of phrasing that may trigger spam filters. Avoid terms like "Urgent," "Final Offer," "Act Now," and excessive punctuation. Instead, opt for straightforward phrases such as "Flexible Settlement Options for Your Account."

Personalize When Possible: Include the consumer's name to add a personal touch (e.g., "John, Settle Your Account with Our New Offer"). Personalization can make the email more relevant and help increase open rates.

Maintain a Professional Tone: Settlement offers should be framed in a helpful and cooperative tone. Subject lines like "Let's Settle Your Account Together" or "Explore Settlement Options for Your Balance" suggest a collaborative approach.

Referencing Previous Contact:

Avoid False Claims: Never imply a previous conversation or interaction if there hasn't been one. Phrases like "We spoke the other day" or "Following up on our discussion" can be seen as deceptive and may lead to complaints or legal repercussions.

Be Honest: If this is the first contact or outreach attempt, be upfront about it in the subject line. Use phrasing like "Settlement Offer for Your Account" or "Options to Resolve Your Account Balance."

Use Friendly, Non-Pressuring Language: Instead of fabricating a prior interaction, use a welcoming tone to introduce the purpose of the email. For example, "Let's Discuss Your Settlement Options" or "We're Here to Help You Resolve Your Account."

Reference Past Notices, If Applicable: If you’ve sent other emails or letters, reference those past attempts. For instance, "Second Notice: Settlement Opportunity for Your Account." Ensure the claim is accurate to maintain consumer trust.

Offer an Introduction: If it's the first communication, consider subject lines like "Introducing Settlement Options for Your Account" to set the stage for future email attempts.