Wednesday 4 December 2013

The Art of E-Mail Writing - With Gazal Pasnani

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,

Jackie Brown, Manager, Staff
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

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