It’s personal, easy to execute and takes little time. In today’s world, it is the easiest way to get in touch with somebody…no doubt about it. However, it does take a bit of planning and requires you to put in some thought before you actually compose a message. Your friends and family may be delighted to receive an email from you, but this might not be the case when you are writing with a business purpose in mind.
The more influential a person is, the busier they are. They might be receiving hundreds of emails in a single day. Unlike most people, they don’t open each and every single email; instead they scan through the subject lines to see which ones catch their eye.
You won’t get any closer to your goals unless they actually open your email – and read it. Here are 6 tips that will greatly increase your chances of emails being read — and responded to.
Before you even put your fingers on the keyboard, think why you want to write the email (its purpose) and what you want the recipient to do (action). Gather all the information you need to provide.
Here are some reasons why you want to approach someone who is very important to you:
Notice all the reasons for connecting with someone are vastly different from each other. By being clear in your head you can produce coherent, concise, and effective emails.
Compose a subject line that tells them why they need to open the email. Do not send out messages with vague or dogdy subject lines:
Say what you need to say immediately, preferably in the subject line if possible. People are too busy these days and if your subject doesn’t interest them, they will not click on it. Write a subject line that sums up the purpose of your email (refer to point 1). If you are not entirely clear on your message, you will find it hard to write an interesting subject line that will entice the reader to open it.
When writing to someone you don’t know, it is better to start with a ‘Hello’ instead of saying ‘Dear Mr Smith’. This is too formal and out of place for informal communication such as email. When you write to someone known to you, just say ‘Hi (Name)’. Don’t try and go overboard unless you know them outside of professional circles.
Email is meant for simple, quick communication. Say what you want to say, say it quickly, and say it just once.
Make the purpose of your email clear. Let them know how it relates to them, otherwise your email will get deleted in short order.
They can’t see your body language or tone of your voice to gauge whether you are kidding or not. There is a greater possibility of your emails being misread. Jokes usually do not transfer well, especially when writing to somebody for the first time.
Remember these principles of effective communication:
Write as if you are talking to them. Keep it conversational, yet never say anything you wouldn’t say to somebody’s face. When feeling emotional, write your email and save it as a draft. Go over it when you are feeling calmer and revise. Always write polite emails.
Always think of email as being public. Presume any email you write can be read by anybody else — and write accordingly.
What do you want them to do?
End with short thank you. And don’t forget to add an email signature, your contact details, website, etc. Always write a business email with this point in mind: everyone is busy and gets a lot of email.
Follow these tips and you’ll not only be able to send better emails, but you’ll send ones that are worth getting opened.
(Photo credit: Button Mail via Shutterstock)
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