Seven Tips for Writing Effective Emails
A blank email is full of possibilities and potential. You can either seize this opportunity or let it pass you by. The best email content in 2021 involves a focused strategy, a deep understanding of the human mind, along with the willingness to experiment until you discover what works.
However, it does not mean that you must start over. Even before you send your first email, you can be one step ahead of your competition by learning email marketing best practices.
Remember that even the slightest error can lead to your prospects unsubscribing from your email list. If you’re perceived as potential spam, your emails might wind up in the spam folder. So let’s look at seven tips for writing great emails to make your email marketing campaign work for you instead of against you.
Tip 1: Write a meaningful subject line: Subject lines should be meaningful and transparent. They should grab attention to the person or group you are sending it to for personal and business. Writing a short and descriptive subject line conveys your message clearly and encourages the recipient(s) to open it. This determines whether your recipient or target audience opens your message and if they’ll be able to find it later, both of which are important for effective email messaging and marketing.
Try to avoid these three critical mistakes when penning down your email message.
- Don’t use all caps to grab attention. It could backfire as many spam emails use capital letters.
- Avoid using “hello” or “hi” as a subject line as it provides no information about what your email is all about.
- Writing anxiety-inducing words, e.g., “urgent” or “important” on the subject line, can be annoying and triggering to specific individuals since what is important to you may not be as important to them or downright debilitating.
Tip 2: Know the difference between personal and professional emails: At the office, most emails should be official. We do, however, send out less formal emails to our coworkers. Consider the message’s subject and recipient as a good starting point. You wouldn’t want your top management to see your flippant remarks and emoji-filled responses to a severe corporate issue.
Tip 3: Use an appropriate salutation or greeting: When sending an email, resist the want to get right into your request on the first line. Instead, begin with an appropriate salutation, just like you would with a letter. This social nicety can help you establish a professional impression while also connecting with the receiver.
Use the appropriate amount of formality. In general, for a formal greeting, use Mr., Mrs., Ms., or Miss, followed by the person’s last name. You might also use their first and last names. You may use the person’s first name followed by a comma (Leanne) or add Dear or simply Hi in front of the word for a less formal welcome.
Tip 4: Be brief and use the right tone: It is critical to consider the overall tone of your message while sending an email. Don’t simply focus on what you want the writing style to be; examine what you’ve written as if you were the receiver to obtain a realistic idea of how the recipient may receive your message. It may be quite beneficial to read your email aloud when attempting to understand the tone. If you know the person and their response to different communications, it would actively prevent negative responses.
Tip 5: Proofread: Never send a message without checking your spelling and grammar! Boring?). Double-check names, dates, and other relevant information before hitting the send button. While reading the email, pay attention to your tone. To be sure, read it out loud.
It is possible to send it to oneself first to check how it looks. If the email is not relevant to everyone listed in the “To: “line, be cautious about pressing “respond all.” Sending emails that they don’t require will annoy busy individuals.
Tip 6: Don’t be haste when angry: Please do not respond to an email when you’re angry since it’s pretty likely that you’ll type something that you’ll regret later in life. As soon as you’re calm, take another look at the problem from every perspective.
Keep your cool and attempt to comprehend the sender’s point of view and the circumstances. Next, compose a concise response or, better yet, phone the sender personally to find out the accurate score. When you’re sleepy, responding to an email with an “Okay” or “Agree” might come out as carefree. It’s a sign that you don’t care if you don’t intend it to be that way. Write a thoughtful answer that is at least two to three sentences in length whenever you get the chance to do so.
If you don’t have anything more to say, you can say “thank you” for the email and explain why you agree.
Tip 7: Reply diligently and promptly: Respond to emails within 24 to 48 hours. If you need more time, send an acknowledgment email (for example, “Hello, I am working on your request for information on the matter. However, I need more time to complete your request.”). Promptly replying proves that you are a competent and responsible individual.