The Art
of E-Mail Writing
There does seem to be an
art to writing effective emails, but that doesn’t mean you can’t master that
art. The simple tips below should help start you off on the right track.
Vital- Know Your Why
Why are you sending that particular email, of that particular
“type”, to that particular audience?
·
Are you writing a sales
email to pitch a new product or service?
·
Are you writing an
information-rich newsletter, building a relationship with your audience?
·
Are you writing
something that’s a bit of a hybrid of the two?
If you don’t know your
why, you certainly can’t write an email that holds value for your reader. And
delivering value is essential in building a relationship, especially through
something like email that can feel so “impersonal” for many.
Remember- Your Subject Line is a Headline
This is something many
people tend to forget, but your subject line is crucial. It’s what initially
captures the attention and interest of the email recipient. If it’s not
intriguing, it will no doubt wind up in the virtual trash bin.
However, the even more
crucial aspect of any good subject or headline is that your email content live
up to the expectation that your subject line creates.
Practice Brevity- People are Busy
Just as you appreciate a
short but succinct email that “hits the spot” so to speak… so do your readers.
However, as a general
rule, busy people are busy people, and most don’t have time to read a massively
long email, even if they want to.
A message that no one
reads is a message that has zero chance of achieving its goal.
Don’t Meander Along- Stick to a Point
An effective email will
stick to one point and have one focus.
Focus your message
around one key offer, or one key idea, and lead with the most important and
impactful information first. Minor details can be filled in later in the
message.
Those interested in
hearing your offer will continue reading, those not interested will delete the
email, and ultimately any response you get to your offer will be much more
valuable.
Deliver Value- Whatever That Looks Like
Every audience is
different. It’s up to you to figure out what your audience views as “valuable”.
When you do, deliver it.
Whatever you have to do to get the information, figure out what
your readers prize most from you, and then deliver that to them consistently,
respectfully, and in a way that resonates the most with them.
That’s what will
encourage people to open your emails week after week.
Be Genuine- People Respect It
When you’re genuine and
honest in your communications to your readers, you build trust. People like
people they trust. People do business with people they trust. People refer
people they trust.
It’s really that simple.
Why would you jeopardize
the possibilities of your email marketing efforts being anything less than
genuine?
Following these simple
steps when crafting your next round of business emails will ensure your message
is actually read by your audience. With engaged readers on the other end, your
inbox should be buzzing with replies in no time.
----------- Format of a Business Email
Business Email Template
Formatting
a Business Email
|
Subject: ___________
Dear Sir, Reference to your _______ dated ______ regarding ____, I would like to intimate that ___________. You will soon receive an detailed hard copy regarding the same. For any further queries, please feel free to contact me on my email address or phone number xxx-xxxx. Thanks and best regards, Sender information Sender Designation Company Name Contact number PS: This is a computer generated message and thus bears no signatures. |
Business Email Example
Business
Email Sample
|
To: "Anna Jones"
Cc: All Staff From: "James Brown" Subject: Welcome to our Hive! Dear Anna, Welcome to our Hive! It is a pleasure to welcome you to the team of ___________. We are excited to have you join our team, and we hope that you will enjoy working with our company. On the last Saturday of each month we hold a special staff party to welcome any new employees. Please be sure to come next week to meet all of our senior staff and any other new staff members who have joined ___________ this month. You will receive an e-mail regarding the same with further details. If you have any questions during your training period, please do not hesitate to contact me. You can reach me at my email address or on my office line at 000-0001. Warm regards, James Jackie Brown, Manager, Staff jamesbrown@abcd.com Tel: 000-0001 |
--------------- Exercise
An e-mail
|
 |
Finally, read the e-mail and
answer these questions:
1. Who is 'Chris'?
2. Who does Chris work for?
3. What does Chris have to do?
4. Who is 'Andy'?
|
 |
- Aloha
Gazal Pasnani
No comments:
Post a Comment