Writing Better Emails

Writing Better Emails

​​1. Think of the subject line like a first impression.

It all starts with the subject line. We’ve talked about first impressions before in our previous posts but not in regards to email. Besides basic communication, we are sending emails out to gain someones attention and capture their business. Am I right? You want to send out an email and NOT make your customer or prospect think: “Well what’s in it for me?” You want them to, without a doubt, understand w​​hy they want to open that message and not question opening it.

​​2. Be relatable but to the point.

In other words, keep it short and sweet. You can effectively deliver your message without burdening your client or prospect with a novel. When writing your email, keep the phrase “Who, What, When, Where, and Why” at the top of your mind. Also anticipate any questions or concerns they may have and address those to avoid long threaded emails. Basically, keep your email as short as possible but detailed enough to get your point across i​​n a personal, relatable manner.

(If need be, use bullet points or lists to breakdown the message your are trying to deliver to make your message easier to comprehend.)

​​3. Personalize your message.

In bullet point number 2 we talked about being clear and concise with your message but it always important to personalize as well. When you are speaking to your client or prospect, remember to write conversationally to them. This doesn’t mean to change your “Hello” to “Sup” but make sure your message comes across personable and natural, yet professional. You can achieve this by addressing them by name, adding a short sentence about XYZ (the weather, an event they mentioned attending, their birthday etc).

​​4. Learn your clients or prospects social media behavior.

When meeting with your client or prospect, really listen to what they say. If you follow them on social media (LinkedIn, Facebook, Twitter etc), let the timestamp do your job for you. If they mention they are morning people, send the email in the morning. If you see them posting online at 9 o’clock at night, send your email at night. When using this method, you are more likely to catch them when they are focused on that aspect of their lives and more likely to get their attention. If you send the email mid-day when they are working or in the middle of a meeting, you are less likely to get a response and you’ll be lucky if you even get your message across to them.

​​5. Always follow up

I always give my clients and prospects 5 business days before sending a follow up to them. My goal is to remind, not annoy. With a follow up, you keep the same rule of thumb. Keep it short, keep it personable, and stay professional. Something along the lines of: “Hello (Name)! Just checking in with you to see if you received my message earlier this week. Hope all is well on your end!”

​​6. Be a responder

The Golden Rule that was repetitively forced into my head as a child was, “Do to others as you would have them do to you.” This has always stuck with me in every aspect of my life, personally and professionally. If you are sending out emails attempting to engage in conversation about your business, do not ignore others emails. Even if it is a simple, “No, thank you. I am not interested right now.” In the world of business and sales, a ‘no’ answer is better than no answer at all.

Tips and tricks to leave you with.

1. Always remember to to include the attachments you mention in your email.
2. Do not enter the recipients email until you have completed and proof read the body and subject line.

Thank you for reading,

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