One of the most asked questions is: When is the best time to send an email? While there’s no magic bullet, the right timing can make all the difference between a successful campaign and one that fades into the abyss of unread messages.
We all know how it feels to carefully craft the perfect email, hit “send,” and wait for the responses that never come. It’s frustrating when your perfectly written email just doesn’t get the attention you expected. So, what’s the deal? Why do some emails stand out and others fade into the background?
Here’s the thing: the when is just as important as the what when it comes to email marketing. The timing of your email can make a huge difference in whether it gets opened, read, or ignored.
In this blog, we’re going to dive into the best times to send emails, uncover some lesser-known insights, and hopefully provide you with some fresh ideas to make your email campaigns more successful.
The science behind timing emails
Before we jump into the best times to send emails, it’s essential to understand why timing matters so much. Think of your email inbox as a crowded room, every day, thousands of messages flood in from various senders, all competing for your attention. If you send an email at the wrong time, it can easily get lost in the noise, or worse, ignored completely.
Timing impacts whether your email will even be seen, let alone opened. It’s not just about sending an email; it’s about getting it into the recipient’s hands at the right moment, when they’re most likely to pay attention.
When should you send your email? The general advice
Over the past 9+ years of analyzing countless campaigns across various industries, we’ve learned that the best time to send an email isn’t a one-size-fits-all answer. The ideal send time depends on several factors, such as the industry, type of email, and recipient’s time zone. However, based on our analysis, here are some general recommendations:
- Morning (9 AM – 10 AM): During this time, recipients are likely to check their inboxes first thing in the morning, giving your email a high chance of being seen.
- Midday (1 PM – 2 PM): Many people take lunch breaks at this time and are more likely to check their email after a busy morning.
- Late Afternoon (5 PM – 6 PM): As people wind down for the day, they often check their inbox for updates and notifications.
That said, these are just general guidelines. To truly understand what works best for your audience, it’s crucial to experiment with different send times across various campaigns and analyze the results. Testing and tracking your own data will provide valuable insights to refine your email marketing strategy.
The little-known truth about email timing
While the conventional wisdom about email timing is based on broad trends, there are a few things many marketers miss. Ready to uncover them? Here are some insights that could change how you approach email timing.
1. The magic of "Two hours after sunrise"
Did you know that there’s a specific window right after sunrise that significantly boosts open rates? A 2023 study found that emails sent two hours after sunrise see some of the highest engagement rates. It might sound peculiar, but think about it, people are just starting their day, settling into their routines, and checking emails before diving into their work. This sweet spot varies by location, but timing your email to hit that window can make a big difference.
So, if you’re in New York and sunrise is at 7 AM, sending your email by 9 AM can catch people just as they’re starting their day.
2. Not all Mondays are created equal
Monday mornings are notoriously difficult. People are buried in tasks, and inboxes are flooded with the backlog from the weekend. However, there’s a hidden gem in the middle of the day on Monday, between 11 AM and 12 PM.
Why? Well, by this time, people have sifted through their morning emails and are preparing to tackle their tasks for the week. You can get ahead of the curve by sending emails at this time, as it’s a prime window before the afternoon grind kicks in. This small tweak could lead to a noticeable increase in your email open rates.
3. Emails sent on Wednesday have a higher chance of success
While Thursday is often touted as the best day to send emails, Wednesday has a surprisingly high success rate too, especially when it comes to business-related emails. This mid-week sweet spot is when most people are in full swing and checking their emails without the Monday sluggishness or Friday fatigue.
It’s a good idea to schedule emails for this time if you’re targeting busy professionals or industries that demand high attention to detail. Midday emails on Wednesday, between 12 PM and 1 PM, are particularly effective for catching people just before lunch.
4. It’s not just about timing – It’s about the "Human Factor"
As much as data and studies tell us when to send emails, there’s one overlooked factor that can be even more impactful: the recipient’s routine. We all have different schedules. While general trends might tell you that 9 AM is a good time, it could be too early for someone who works the night shift or has different peak productivity times.
Take some time to segment your audience, not just by demographics, but by their likely schedules. A personalized approach can be incredibly powerful. For example, if you know your target audience includes people who work from home or flexible hours, consider testing email send times that align with their non-traditional schedules.
5. Time zones – The unsung hero of email timing
It’s easy to overlook time zones when you’re working with a global audience, but they can have a huge impact on email success. Sending an email at 9 AM on the East Coast means it’s arriving at 6 AM on the West Coast and at 2 PM in London. While the 9 AM window is ideal for East Coast recipients, it might be too early for your West Coast or international audience.
Here’s where email scheduling becomes invaluable. Most modern email platforms, like Kasplo, offer scheduling features that allow you to send emails at the optimal time for each recipient based on their time zone. This means you can send emails at 9 AM Eastern Time, and they’ll automatically be delivered at 9 AM local time for your recipients, whether they’re in California or Sydney.
6. The power of subject line timing
Here’s an insider tip: the effectiveness of your subject line can also depend on the time of day. Research suggests that email subject lines are perceived differently depending on when the email arrives. For example, emails with urgent or exciting subject lines tend to perform better when they arrive during high-engagement windows, like early morning or just before lunch. On the other hand, emails with more informational or casual subject lines might perform better in the afternoon when people are more focused on reading and digesting content.
Testing is key to finding your best time
No two audiences are the same, and as email marketers, we can’t afford to rely on generalized data alone. While the above insights provide valuable direction, the best way to find the right timing for your audience is to test and optimize.
Running A/X tests to compare the performance of emails sent at different times is crucial. Kasplo’s advanced email tracking and reporting features allow you to monitor which send times yield the best open rates and engagement for your specific audience. Over time, you can fine-tune your strategy based on what resonates most with your subscribers.
Kasplo’s send-time optimization
- Smart Time Predictions : Kasplo looks at past email opens and interactions to figure out the best time for each recipient. It uses this data to send your emails at the most effective time, based on when they are most likely to check their inbox.
- Time Zone Adjustments : No need to keep track of your audience’s time zones. Kasplo automatically adjusts the send time based on where your recipient is located, ensuring your email arrives at a good time, no matter the time zone.
- Ongoing Improvements : Kasplo learns from the results of your campaigns. If your audience tends to open emails at a certain time, Kasplo will automatically adjust future send times to match this pattern. This means over time, your email send times will keep improving.
Leverage Kasplo’s Send-Time Optimization to automatically send your emails at the perfect time for maximum engagement, without the hassle of manually tracking time zones or running your own tests.
Get in touch with us to learn more about how to make the most of this feature. Talk to us
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Wrapping up: There’s no one-size-fits-all formula
In the end, while we’ve uncovered some powerful strategies for determining the best time to send emails, it’s important to remember that timing is just one piece of the puzzle. The content, personalization, and relevance of your emails matter just as much.
So, whether you’re scheduling your emails to land during the “two hours after sunrise” or optimizing for mid-week engagement, the key takeaway is to always stay attuned to your audience’s habits. Keep testing, and always be ready to adapt based on what the data tells you.
By combining smart timing with a compelling subject line, relevant content, and a strong call to action, you’ll be well on your way to achieving higher open rates and stronger engagement. And if you’re looking for a platform that can help you with email scheduling, analytics, and more, Kasplo is here to ensure that your email marketing campaigns are always sent at just the right moment.
What’s been your experience with email timing? Have you discovered any secret time windows that work best for your campaigns?
