Want to let your business prospects and clients know about something important? What you need is a heads-up email.Â
You send these emails when you want someone to prepare for a meeting, deadline, proposal, or a change in the policy without being pushy. So let’s find out more about heads-up emails and find out how you can make them more impactful.
What is the Meaning of Heads-Up Email?
A heads-up email is a short, informative note you send to let someone know about a change, ahead of time. This change could be like a meeting, a deadline, or a policy change.Â
It’s a helpful way to give people time to prepare, without sounding pushy. Sometimes, it’s just a way to stay on someone’s radar or build a connection.
Why Do Heads-Up Emails Work?
Heads-up emails work because they show respect for the recipient’s time and keep communication clear and proactive. It shows that you value their time, and want to build better professional relationships.
Here are the primary reasons why your heads-up emails should work:
Help You to Inform
When you send a heads-up email, you’re informing your prospects and clients about something important. So it shows that you value the other person’s time and helps, and opens the door for better relationships.
Help You Build Trust
When you’re informing your prospects about a change rather than directly enforcing them, they’re more likely to trust you.Â
It shows that you value transparency and their time.So, heads-up emails help you to maintain professionalism with your prospects and clientele.Â
How to Write a Great Heads-Up Email
Here is how you can write a great heads-up email for your cold email campaigns:
Start With the Purpose
Let the person know why you are sending the email right at the beginning. Say things like: "Just a quick heads-up..." or "Wanted to let you know in advance..."
Get to the Point Quickly
Remember it is not a story, so get to the point quickly. Just say what’s happening, why, and when it’s happening, and what they should expect.
Keep it Short
Your email should be 2 to 4 lines, that’s it. So make sure that every line counts.
Use a Friendly & Professional Tone
Stay polite, don’t sound too casual or too strict. A calm, and clear tone works best for such emails.Â
Format of a Heads-Up Email
An effective heads-up email’s structure must include these 3 things:
A crisp subject line
A clear body
An impactful closing line
Here are a few ways to help you format your email:
Subject Line
Your subject lines should be clear and relevant. Also, they shouldn’t be more than 4 words. So don’t write long subject lines.
For example:
Heads-up on tomorrow’s meeting
Policy Change
Body
Start with your reason, then explain what to expect. Add any action items only if needed.
Closing
When you're closing your email, make sure to show that you value their time and opinion. So wrap it up with something like:
Do inform me if you need anything.
I am sending this email to keep you in the loop.
Heads-Up Email Templates
A good heads-up email template can bring significant changes in your outreach. So, here are some great email templates that you can use for all your email outreach. Use these templates and just add spintags, and you’re good to go.
Formal Heads-Up Email
Example:
Subject: Upcoming Policy Review
Dear [Name], this is to inform you that the company will be reviewing internal policies next month. Further details will be communicated soon.
Heads-Up Email for Policy Change
Example:
Subject: Policy update
Hi team, wanted to inform you in advance that we’ll be making changes to the leave policy soon. Official update coming next week.
Heads-Up for Meeting Re-schedule
Example:
Subject: Updated meeting time
Hi [Name], just a quick nudge to let you know our meeting has been moved to 3 PM instead of 11 AM. Hope the new time works.
Heads-Up for Service Downtime
Example:
Subject: Maintenance alert
Hi [Name], our system will be down for maintenance this Monday from 2 AM to 4 AM CET. So please plan your work accordingly.
Heads-Up for Product Launch
Example:
Subject: Product Launch next week!
Hi [Name], exciting news! Our new product is going live next week. Can’t wait to share more with you.
FAQs
Q1. What subject line should I use in a heads-up email?
Make your subject clear and direct. Use phrases like "Heads-up on...", "Quick reminder:", or "Just a note about..."
Q2. How do I say "heads up" professionally in an email?
Use phrases like "Just a quick update", "Wanted to let you know", or "Please be informed..."
Q3. What is the subject line of an email header?
The subject line appears in the email header and tells the reader what the email is about.
Q4. What is a subject head in an email?
It means the subject line or the email topic line that shows up before someone opens it.
Q5. How to write an email subject line?
Keep it short and clear. Tell the reader what’s inside. Avoid spammy words.
Q6. How do I highlight an email subject line?
Use clear words and action phrases. No need to use ALL CAPS or emojis.
Q7. What does CC mean in an email?
CC means "Carbon Copy". People who are in CC get the email but are not the main receiver.
Conclusion
Heads-up emails are small. But they are powerful tools as they help you to build trust, avoid surprises, and keep people in the loop.Â
With a clear structure, short message, and friendly tone, your heads-up emails can make a big difference. Use tools like Manyreach to send them at scale without losing the personal touch.
In this guide I will help you understand what increases your cold email open rates of 2025. Find out whether cold emails are still working or not! Check Out!
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