By now, you must have realized the power of email; it's fast, affordable and effective - if you write the right email. Based on my experience, Email provides a faster response compared to telephone, text messages or other traditional communications. Why? Research shows that people who uses computer regularly has developed this habit to open and read their emails before doing any other Internet related activities.
While email provide us that power and convenience, Email can also make or break your professional relationships once mishandled. Here are some tips and guidelines that will help you write and send powerful emails:
1. Plan Before You Write
Planning ahead is a good habit that you should develop before writing emails. Think carefully the message you want to impart. Be concise as well. Remember that your recipient receives a lot of emails a day and writing a long email might just force them to skip your email. Go straight to the point but be tactful.
2. Include your Contact Information
Always include contact information at the end of your email. Most email recipient will appreciate it if they can access easily your full company name, email address, phone, mobile phone and fax number. It also provides legitimacy to your email that you are indeed connected with a certain company. Referrals will also come in handy if your information is easily available to your clients.
3. Use the Subject Line Wisely
The Subject Line of your email is the first thing your recipient reads. Make it as catchy as possible so that they will open it. Get their interest, use powerful words. Make the Subject Line relevant to your target audience. This will also help you organize and keep track of your correspondence with your client.
4. Avoid Spam-Linked Words
Avoid words like Free!; 50% off!; Click Here; Call now!; Subscribe; Earn!; Discount!; Double your income; You're a Winner! and others as Spam filters are gauged to pick these types of words. Avoid the use of a lot of exclamation points as well.
5. Know the Proper Time in Sending Emails
If you send an email over the weekend, chances are it will be deleted on Monday due to your recipient's busy schedule. Same goes for Fridays, people are getting ready for the weekend and will no longer be interested to read emails. Avoid sending emails right after lunch. The best time is Tuesday, Wednesday, Thursday and Friday morning.
6. Include the Original Transcript when you Reply
Including your recipient's reply will help remind them of your conversation. Again, given the emails that they receive, it will be difficult for them to remember what the previous conversation is all about. If their email is lengthy, then just include the more important parts of their email and use a different color or font for your reply.
7. Read Carefully Before You Reply
Before you respond to your recipient's email, read it carefully first so that you won't miss any part of their inquiry. Be thorough. Answering and giving the right information to your clients will give them the impression that they are important to you and that they have your utmost attention.
8. Check Your Mood
Do not send emails if you're upset, drunk, angry or in a bad mood. Without you knowing it, your mood will be reflected on your email. Remember that everytime you hit that send button, there is no way you can reverse the action. Sending emails to convince or to make a point is already difficult, apologizing for a mishandled email is even harder.
9. Be Sincere and Truthful Always
Never make false claims about your products or services. Your client can always keep a copy of your emails. Once they find out that you lied, it will be difficult for you to regain their trust and confidence. As much as you want to make a sale, honesty should still be your primary rule. Building relationships with clients is a long-term process, do everything to keep it.
10. Make Sure You're System is Virus Free
Regularly scan your computer for viruses. Sending attachments with a virus is a big NO NO. Once your client's PC gets infected with a virus and they found out that it came from you, you can almost be certain that your client will have doubts to open your email or attachment the next time you send one.
11. Always Reply Promptly
Make it a point to reply to clients email or inquiry within 24 hours or even less. As much as you want your client to reply the soonest time possible to your emails, they would expect the same from you. If you would require a longer time to reply, let your client know that you have receive their email and inform them of when you intend to respond
12. Know When To End Your Email Conversation
After sending a couple of emails back-and-forth and after making sure that everything is already covered, know when to end your conversation. If your client already thanked you and has given you the assurance that they will call you, don't you dare reply with "Great! When can I expect your call" message. This will make you sound desperate. Give it some time and perhaps calling them will be a better alternative.
Nothing in life is certain. But using these Business Email Strategies gives your email campaign a better chance of getting opened which may lead to sales for you and your company.
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