When is the best time to send an email to a customer?

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Every time we click on “Send” to send an email to a client, we tend to ask ourselves the same questions: Is this the best time of the day to write him? What time would be best, for him to open and respond to the message? What times should I avoid so that it does not end up lost in a sea of messages in his inbox?

Obviously, the best time to send an email to a client, partner, supplier or co-worker is whenever he will see it on his computer. It is only logical that you are more likely to get a response from him if he is at his desk, rather than checking his email on his smartphone while traveling to the office, eating, or enjoying time off.

Now, the difficult thing is to ascertain when those minutes of the day are when the recipient is more likely to be sitting in front of his computer and paying attention to his email.

The users of Gmail Meter have detailed statistics about habits when managing corporate emails, thanks to our platform. Based on our data from more than 55,000 users, we’re going to tell you about the best time of day to send emails to partners, clients and other recipients in different cities.

Mornings: the best time

Before showing you the graphs that will illustrate the perfect time to send emails, we would like to stress that to produce them we have taken into account the different time zones of the different cities that we are going to cover, as well as the hours of the day when the most emails are sent by our users. This will allow us to deduce the best time to send one and receive an answer: if users send more messages at a certain time of day, that time will also be the best time for them to answer.

We begin by learning the habits of New Yorkers between January and October of this year. Based on the information on our users in the New York time zone, we can see how the number of emails sent peaked between 10 and 11 in the morning (specifically, 1,876 emails in the period from January to October). Therefore, that will be the best time to send an email to a person who lives in America’s Eastern Time Zone, including the citizens of the city that never sleeps.

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We go west from New York to study habits in another American city: Chicago, in the state of Illinois. Based, again, on the total number of emails sent between January and October, we find that the best time to send them is also from 10 to 11 in the morning (more than 2,000 emails were sent during this time). We can infer, then, that the best time to send emails to any US location in the Central Time Zone is in the morning, but not first thing.

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We now head to California to take a look at email habits in Los Angeles during the same period, the first ten months of the year. Despite the fact that its people send large numbers of emails in the morning, it is not until 1:00 to 2:00 pm that the numbers top out (2,249 during that hour). So now you know: if your recipient is on the West Coast, it is best to send your mail an hour or so after noon.

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We now cross the Pacific and head for Tokyo. If you want to receive an answer from a client in the Japanese capital, corresponding with Japan Standard Time (JST), it is best to send it between 10 am and 12 noon in the morning. Gmail Meter users in Tokyo sent 1,265 emails every hour in the period analysed.

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Fridays: the busiest day of the week

In all the cities analysed, a quick glance reveals that the first hours of the working day and the late hours of the afternoon are best to send emails.

Even if you do not know the exact time at which it is best to send them, the data probably did not surprise you too much. However, you may be surprised to know the day of the week when the most messages are sent. What day will be best to send emails to New Yorkers, Chicagoans, Los Angelites or Tokyo residents?

Here you can see the data on NY users. As is evident, their favourite day to send emails is Friday:

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But New Yorkers are not the only ones who send a greater number of emails on the day that usually marks the end of the white-collar work week. The users of Gmail Meter in Chicago also opted to send more emails that day (as in the previous case, they sent more than 4,000).

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On the West Coast they seem to have the same tastes as in the East. Friday is also the day preferred by users in Los Angeles to contact customers and partners by email:

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Now, does the trend change in the country of the rising sun? It does not: Friday is also users’ favourite day to send emails in Tokyo. So, now you know. If you want to send emails to an important client, it is best to do so at the end of the week.

Learn about your email usage habits

Do you want to know how you use your Gmail account? Try Gmail Meter, your Gmail statistics tool.

Obsessed with emails: this is how we are using email in 2017

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A new message from a colleague at the office arrives in your inbox. The Subject line indicates “Urgent”, so you open it quickly, and respond in a few seconds, answering his question. You surely repeat this kind of action a few times over the course of your day, whether to chat with co-workers at the office, or with suppliers and clients. And this is not the only virtual mailbox that you check during the day. In your personal account you also receive promotional offers, confirmations of activity bookings, and data tracking your online purchases.

In recent years email has become an essential communication tool in both the personal and professional spheres. Now, how much time do we spend daily checking our emails? Do we send them at any time, or do we have a fixed schedule?

Adobe has just published a study on email use by 1,000 white-collar workers in the United States. One of the conclusions is that employees spend a great deal of time checking email: 5.4 hours on weekdays.

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The preferred corporate communication channel

The data is surprising, but it actually seems that workers are improving their habits: those 5.4 hours of email use per day are 27% less time than that invested in 2016, according to the previous email usage study carried out by Adobe. Despite this decline, which shows that the use of email is in greater balance with other aspects of life, 73% of respondents acknowledge that they check their mail more often than they should.

However, there is one kind of account that is used more than another: while professional email is used 3.3 hours a day (20% less than the previous year), respondents say they use personal email for 2.1 hours (a 36% drop).  Not surprisingly, according to the study by Adobe, email is workers’ favourite tool at companies: 52% of the participants over age 25 in the study indicate that it is their main corporate communication channel.

Clicking on an email and reading through it is a more frequent action if the message is related to work matters. The participants in the study reported opening 82% of their corporate emails, but only 60% of their personal ones. Of those they open, they read 83% of those related to work, and 64% from family and friends.

The appearance of smartphones, tablets and smartwatches has meant, logically, that computers are no longer the only devices used to send and receive emails. In fact, the smartphone is the device most frequently used to check emails, especially among those under 35 years of age.

Despite this, the truth is that we prefer to answer work messages using a keyboard and looking at a larger screen: 62% of respondents in the Adobe study say that a desktop or laptop is their main device to view their email.

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Young people, the most active group

In addition to using email several hours a day, many of these workers use it during working hours. Despite this, 37% of respondents say they check it while preparing to go to the office, or having breakfast, and 26% report out that they even check their inbox in bed, although that percentage is lower than the previous year. In this regard there are differences depending upon age: the youngest respondents are those who open the most emails while in bed.

Participants in the study ages 18-34 were more likely than those of other age groups to check email in all kinds of situations: watching TV, walking or even in the bathroom.  And the youngest users were those who are most on top of their email: 66% claim to leave their inbox totally clean; that is, answering, delete or filing away all emails, to prevent them from adding up.

Looking at ail while on holiday is also a common practice, although only 17% confess to checking it frequently while on vacation. 32% say they look at it occasionally, and almost a quarter say they forget about professional messages during their time off.

Besides using email very often for personal or professional issues, this tool is also the favourite of consumers for business communications. 61% of respondents prefer to receive offers by email rather than by other means (like SMS or via the social networks), and they prefer that the content of the emails be less promotional and more informative.

Do you want to analyse how you use your email?

The report on the use of email that Adobe has presented makes it clear that email continues to be an essential communication tool, especially at work: throughout the day, we check it on multiple occasions and spend a lot of time sending and receiving messages using it.

Moreover, users themselves believe that we will continue using email for professional purposes in the future: 57% of respondents believe that we will continue to check it as we have thus far for the next two years, and 20% believe that its use will increase.

We are experts in email technology and provide Gmail Meter users insights around their Gmail inbox. Want to know how you use your Gmail?  Try Gmail Meter now.