Tips for communicating by email in business
- Be clear, if you are not clear with what you want people will often ignore your message. Also be clear in the subject line, depending on who you are emailing I would advise that you be as exciting as possible, don’t be dull, appeal to their interests. Understand what it is that you want to gain from the email. Give the reader a reason to open your email, try to relate your subject as closely to the contents as possible.
- Read over what you have written, check for spelling errors and grammar errors, see if there is any way that you can add more “punch” to your email.
- Express your passion – You need to try to convey your passion, if people do not feel you are passionate they may be less inclined to help you.
- Pick something that is unique about your website, what has it achieved? Perhaps, include that in your proposal
- Try to keep to facts and figures – Keep your emails short and sweet, keep your paragraphs short
- Make it personal – people receive 100’s of emails every day, in some cases so you want to make your email relatively personal
- Appeal to their interests, what might the person you are emailing want from you? How can you help them, can you give them more traffic, or boost their PR?
- Mention – “I look forward to hearing from you” at the end of your email
- End emails with – “Best Regards” – “Best Wishes”.
- Tell people what you like about their website and why you want what your emailing them for because of what they do.
- Try not to make assumptions when it comes to email. Always ask for clarification before you react.
- Always use your real name, use address and phone number where you feel comfortable, this gives you more legitimacy, make sure to add your web address, or business name and your title under your name so people who who you are in relation to the business and where to find more information easily.
- Always try to use a business email that includes your sites name in the address, not hotmail, gmail etc.. this is sometimes a sign of illegitimately and unprofessional-ism
- Don’t get angry with people they will just ignore you, it is all too easy to ignore people by email, people do not often have time to react to and/or dispute your qualms
- Follow up, if you feel that your email proposition was good enough and you had no reply there are a few reasons you may not have had a reply: It was missed, the recipient was busy, the recipient gets lots of propositions/news releases all of the time. What you can do is by following up this shows that you are a human, and you are not a robot sending mass emails to lots of people, it shows passion and dedication, however be polite and say for example: I am still very exited about the idea of… “I would really appreciate if you have the time to reply to my email and let me know what you think.”
- If you don’t have a name start email with “to whom it may concern”.
- Always send press your coverage of their products, if you are dealing with PR people they like to receive the links to whatever coverage you are giving their brand, whether it is good or bad.
- When building long term relationships with people over email feel free to add “hope you are well today”, “hope you had a good weekend”, this makes it more personal
- Do your research on the business you are contacting, people like to save time and talk to people who know what they are talking about
- Refrain from contacting multiple people at the same time, unless you put them all in the “Bcc” section
- Try to set up a name in your email account that comes in the inbox, for example “Tim – Google”, otherwise it will just be your full email address.
- Don’t cover too many different un-related points in the same email, unless you try to point them out in the first paragraph.
- It can be beneficial to get yourself out to as many people as possible online, however do think carefully and make sure that your emails refer to their website and their interests, do copy your email templates but be careful that you change it to make it more personal to each person you email.
- When you send someone an email they should be able to understand within 10 seconds or less what the message is about.
- Be concise
- Be passionate
- Don’t get aggressive (unless it is positive aggression)
- Follow up
- Be personal
- Read your email out loud before you send it, does it make sense?
I hope some of these tips helped you!