Ultimate Guide to Creating Professional Email Subject Line

In this article, you’ll learn Step by step guide to creating a professional email subject line with examples. You will also learn 8 formulas to write a professional email subject line.

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When you have written your headline, you have spent eighty cents out of your dollar- David Ogilvy

It’s so true that it still works today! So, by this rule you should spend half of your time creating a great email subject line, and the rest on the content. Your subject line is the first thing your readers will see, you need to make it count!

YouTubers use the same formula. They focus more on the thumbnail than the video itself; they know that while people scroll through their YouTube feed, they’ll see the thumbnail and if they like it, they’ll click it.

But the worst part is that you don’t know which subject line will work best or what to avoid, and there isn’t any solid advice on it.

  • People give you a lot of advice, but most of them don’t show you how to make use of it.
  • They’ll teach you formulas, but not all of them will be applicable to all scenarios.
  • They will give you several subject line examples, but they won’t show you how to create one.

In this article, we’ll cover each and every aspect of creating an email subject line so that when you’re writing your catchy email subject line, no matter who your audience is, yours will work like crazy. Plus, your email will always end up in the inbox of your customer.

This article is quite long, around 5000 words. Feel free to bookmark it and read it slowly, or browse the table of contents to find the most interesting section and read it first to develop an interest in it. Enjoy.

Table of Contents

Inside this Article

This article is divided into three main parts. First, I will discuss some misconceptions about email marketing and then I will show you the true face of it.

In section two, we look at the rules or formula that is the starting point of writing any subject line in the world. We will then examine several different variations of these formulas and show you how to use them for your subject lines.

The third section is devoted to best practices. I’ll tell you what the most useful practices are and how to use them as well. You can use them to polish your subject line, making it even more effective.

The last section of this article answers some common questions that you might have after reading this article. Let’s get started!

Goal Of Subject Line

While the goal of the email subject line is to get an email opened, businesses may misunderstand this. Do not try to sell on the first click—just get people interested in reading your email.

Also, the optimal length of your subject line is between 25 to 40 characters because mobile devices can’t render more off of your subject line contained within the mobile.

The character length limit on your emails doesn’t apply if users open the message on a computer rather than on a mobile device. If you’re running a business, though, and your primary target is people who use computers, you can choose to extend the limit – there won’t be any problem.

Keep the goal of your subject line in mind, and don’t try to sell on the subject line. Just make people click. That’s it!

Can also watch this video to know all types of emails in email marketing

Why Focus On Pre-Header Text?

There’s a bit of extra text below your subject line on a mobile device—it’s called preheader text. It’s just as important as the subject line! If you want to expand on this even more read this article that will teach you the 5 most important elements of an email.

To make sure that your email stands out, you may wish to include preheader text. Your preheader text could be a reintroduction of your subject line or a different introductory phrase.

Think of your customer as they read your subject line and that subject line grabs their attention. They’ll want to know what’s inside of your email, so they’ll look at the preheader text and this will impact your open rate a lot.

To ensure that your preheader text is top-notch, you’ll need to learn how to write an email in the right way, because your first line is the hook of your email and it’s the only thing that will grab your audience’s attention if they read your preheader text.

To learn to write an email, check out Jacobmcmillen’s article on how to put together the best email possible.

Why Does Your Subject Line Don't Work?

There’s a good chance that you may have written a subject line that works—but there could be other factors causing your email to generate no revenue.

And your open rate also depends on it, which is usually what you blame when things go wrong or you don’t get a desired open rate. Let me share a few reasons with you as to why you’re not getting the results you’d like in your email marketing.


If you send promotional emails without sending other types of emails, your audience will get bored and unsubscribe.

So, here you need to forget about sending only promotional emails and send other types of emails as well. For reference, you can read one of our articles on Email Marketing Strategy.

You can also read this article, to see what types of emails are there that you could from time to time.

Wrong Segmentation

Before sending your email marketing campaign, you need to make sure that it will reach the right audience at the right time.

If you send your email marketing campaign to people who have different backgrounds and requirements, your email will not work because these people will reject your product, no matter how good your product is.

Understand that the unrelated product doesn’t build a bridge or a connection between you and your customer, leaving you unable to see results from your email marketing.

Seasonal Appear

Do you send an email on a seasonal basis? This means, you’re not sending emails to your existing customers and all of a sudden you need to promote your product and you started a huge campaign. The results, in that case, will be disappointing.

Because your audience has been disconnected from you for a long time, they may need some time to warm up to what you have to say. So it’s a good idea to send out a few emails from time to time until you see some results in your stats.

Bad Email Copy

If your copy doesn’t catch readers’ attention and doesn’t give them a reason why they should read it, they probably won’t spend more than a few seconds on your copy. So, scale up your copy game.

Worst Product

Although this is the last, it is the most important. If your product is no good, no matter what you do, you will fail. Sometimes, you can create a false illusion among your customer’s minds that your product is good. But people are not fools: they will figure it out, and when they do, you will lose your business.

Email Subject Line Formula

Imagine that I give you an email marketing superpower, which will make your subscribers more loyal to your brand. Will you use it?

Hell, Yes… Right. Well, the Milestone email is the power. Now, understand how it is possible?

To make your customers “loyal” toward your brand, you first need to make them feel special. The best way to do so is by sending them a birthday wish each year on their birthdays.

Or you can hold their Anniversary date and use it as an opportunity to grab your customer’s attention toward your brand.

This is a way to strengthen the bond between you and your subscribers. They will feel like you care about them, which means they’re more likely to trust you as well. Also, Here’s another fun fact…

Your Customers Show Their Trust In You Using Their Wallet.”


We wish you a Happy Birthday…

Happy Birthday {name}, it’s been so long since we’ve been together.

I’m happy that you made your life till this point and hope…

You’ll achieve 15X more success in the Dropshipping business before your next birthday.

I’m pleased to offer you a significant discount on our service.

You can use [Coupon Code] during checkout.

If you don’t prefer to take our service, that’s perfectly fine too.

We aren’t forcing you.

We just want you to celebrate what you like.

And that coupon code, take it as a gift from us.

Again, Happy Birthday. See you then.

{Sign Off}

Survey Email

You should send Survey Emails to those people only who have purchased your product or service in the past. You can ask them for a few minutes of their time to fill out our online form and answer a few questions to give you feedback about their experience with your product.

People are often willing to give you feedback and might do so in an aggressive manner. For example, in the same survey, you can ask for suggestions because that will help you improve more quickly and may help you pinpoint ways you can improve your product or service.

The question may ask –

  1. Please rate from 1 to 5 for our product?
  2. Please give your feedback on our writing service?
  3. Do you have any suggestions for us?
  4. What else could we add to this product to make it better?

Feel free to add more questions here; these are just the best ones.

Also, It’s human nature that we like to give suggestions to others, especially when they ask for them. To improve your product, tap into the knowledge and experience of your customers.

As a business owner, you need to listen to your audience; they’re the ones who know what they want from you! As a business owner, you should encourage your audience to offer suggestions for your product.

This will help you make it better. If you have never done it before, you should do it now.


Could you please give us a feedback

Hey {Name}, We believe in you and all our other customers who have purchased products from us in the past.

It feels like you and only you are the ones who have the right to judge my product and my ability.

So, I’d like you to tell us what you think of our Plugin.

We need your suggestion so that we can improve it.

May we have two minutes of your time to fill out this feedback form?

If yes, that would be a great help.

If not, no worries; I appreciate you taking the time to read this email.

Here is the link again.

{Sign Off}

Pre-launch Email

You can send this email whenever you want to launch any product. You can write a series of emails before launching your product. Your goal here should be to create hype within your subscribers.

Also, the email should be sent only to those audiences who already know about you or have purchased any product from you. Never make a mistake by sending it to newcomers.

I send this type of email to those segments of the list who have already purchased my product in the past. You can send around 4 – 8 emails based on your needs.


See what we’re planning to launch.

Hey {Name},

As I told you, We’re planning to launch something massive.

We’re launching a Shopify Plugin that you can use for payment integration.

Most people who do dropship encounter problems taking money from their customers.

After which, you need to seek them out manually, which can be a lengthy process.

This is a tedious process, and it doesn’t give you any results.

Hence, we decided to solve this issue.

Once our plugin is launched, then you can easily accomplish…

…Benefit 1

…Benefit 2

…Benefit 3

…Benefit 4

…Benefit 5

On the day we launch this product, you’ll be able to do all these things.

Until then, reply to this email and tell me what you think about this.

{Sign Off}

Product - Launch Email

After you send your pre-launch sequence, send your product launch email. The pre-launch series aims to create hype, and the product launch email drives sales.

Here you first make your audience aware that your product is launched, and then you start educating them about your service or product. After which, you will let them know you offer, and in the last couple of emails, you’ll motivate them to take the deal.

That’s how it works.


You told us you like (NICHE), so we got you this.

We are excited to tell you about our newest arrival.

This (PRODUCT TYPE) is entirely different from what you are used to.

It boasts of:

[FEATURE 1], which enables you [BENEFIT 1]

[FEATURE 2], which lets you [BENEFIT 2]

[FEATURE 3], which allows you [BENEFIT 3]

[FEATURE 4], which enables you [BENEFIT 4]

Click here to see for yourself

You see, when you subscribed to our newsletter, you made us understand that you love quality (PRODUCT TYPE).

And we promised to let you know whenever a high quality (PRODUCT TYPE) hits our store.

Now that this brand new (PRODUCT TYPE) is here, we want you to be the first to see it.

PLUS we have created a special discount for you if you want to get it now:

Click here to get more details about it.

You’re going to love it!!!


Confirmation Email

You can call it a Trigger Email because you don’t send this email to anyone; it goes to them automatically when they take some action.

(Example semrush)

For example, if one of your leads purchases your product, they automatically get an email with their payment receipt or a login credential. Right. So, here you didn’t do anything.


Is this the correct email address?

Hey {Name},

Could you let us know if this is your correct email address or not?

To prevent us from getting scammed, we need to confirm that you’re a human on the other end of this Internet connection.

Click the link here to verify.

See you soon.

{Sender Signature}

Difference between Welcome Email and Confirmation Email?

I didn’t have an idea to add here, but I figured out that there could be some confusion about the difference between “confirmation” and “welcome” emails, so I thought I would share my knowledge.

Now, welcome emails have their purpose.

You send a welcome email to make your new lead feel “appreciated and notable,” while with a confirmation email, you just give them “confirmation of their action.” That’s the difference.

Final Thoughts

Now, I hope you understand the type of email. These are the most common types of email that businesses use. Now, it’s your turn to use it.

Recommend Article: Learn the must-have 5 different elements of an email to get success in email marketing.

And If you’re not good at writing email or copy, why don’t you check out one of my products called One-click script. It has several email templates made based on the different scenarios business encounters.

You can use it to craft a friendly and professional email for your subscribers. Share this article with your fellow friends, and let me know your thoughts on this.

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