Writing the Perfect Email — Hints and Tips
Whether you are an up and coming professional, a seasoned managed or even just a common user of email, it is a vital aspect of communication, especially in business. With the often-known mysteries of the English grammar, it can be a daily struggle to know how to word an email, especially if you want replies, and fast!
If you want to motivate busy people to respond, you’ll need a great email, a catchy one, and one that grabs their attention and makes them want to reply.
For that perfect email, you need to know:
- The common mistakes to avoid
- The next level strategies to get ahead
But now, let’s look at what a great email looks like before you can write one.
The anatomy of a good email
The standard email has the following structure:
- Email body
But as with everything that is part of professional, written communication, there is a right and a wrong way.
Here’s what you need to know to write a good, solid email:
- Main Body
This could be the most important part of an email. Don’t over shadow this with the main body.
If you’re cold emailing someone, or starting to establish a professional relationship, that subject you choose could entice people to open the email and even set their expectations about you and what you have enclosed.
Although, a poorly generated subject, for example “hi” or “you’ll want to see this”, can and probably will make the receiver wary and report the email as spam.
Tip: The subject is giving the recipient the answer to their question, "why should I read it?" Putting the recipients name in the subject line has been proven to increase open rates, so if you know their name, make sure you add it into the subject. Also, if you have been refered to this person by a mutual friend, try adding their name into the subject line.
Think about spending twice as long creating the right subject in comparison to the main body, because if they don’t even open the email, then you have just wasted all that time.
In most of your emails, especially the starting ones, you’ll want to start with a greeting/ acknowledgement.
There is an exception though, if you’re in a chain with close colleagues, you often find that the opening, and sometimes the closing of the emails are both dropped, which can often feel strange but also shows a better, more professional rapport.
Tip: If you know the person's name, make sure to use it. A "Hi John", is a lot more effective that just a "Hi". If you are sending a mass email marketing campaign and it would not be time effective to personally go through each email and type in their first name, then make sure you use an email marketing software that is linked to your CRM so it can automatically pull their first name, and any other important details from the CRM into the email when it is sent. Saving you hours of time and keeping things simple.
If you are intersted in sending mass emails and you want to do this as easily, quickly and effectively as possible, then check out our email marketing and CRM systems, or get in touch for a personalised demonstration.
3. Main Body
The main body of an email is your important information. The thing you really wanted to get across to the person.
Make sure it is clear, has a specific purpose and it is concise. This way, people will be more willing to read the email properly, as apposed to skimming it and probably then missing the most important information.
If possible, keep it to just a few sentences.
For those emails that need to be longer, try to keep the focus on track and base it around the main details.
Tip: If it is the first email this person is recieving from you, keep it very short, as short as possible, with 1 specific aim. If they see a long email from a strange address, most people just see it as spam. You first need to build the relationship with this person and build trust.
If you plan to add images or Gifs, make sure they are less than 1MB to not be flagged by spam filters. Also, the same applies for spam words, such as; Free, Buy Now, Act Now, etc. For an extensive list of spam words, click here.
Just as we talked about with opening an email, you want to have a good closing too.
You want to be friendly but remember to stay professional based on the receiver and the level of relationship you have with them.
Here are some of the most common but professional, ways you can close an email:
- Kind Regards
- Take care
- Thanks so much
- All the best
- Best wishes
- Talk soon
- Sincerely yours
You will want to choose one that feels genuine to you and the email content, tailor it to the relationship you have with the client and choose the appropriate level of professionalism.
But leave those “sent from phone” and “thanks love” messages out.
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