With the fast growth in ICT e-mails have become a much faster and efficient way to correspond to today’s business; whether promotional emails, follow up emails, sells emails, update emails etc.
Everyone emails and will tell you that s/he know how to write an email. There are emails and then there are professional emails. If your emails are professionally intent, your primary concern each time you write a mail is to get a reply on it.
It is critical to understand what professional image or reputation you portray on the other side of the world each time you push that send button on your email composer.
Here are tips to writing a professional e-mail that gets replies and action plans to take.
1. Avoid the Robot Greeting - The very first thing you should do when writing an email is to greet the recipient. You will be surprised how many people get this wrong, all the time. Emails that start off with robot greeting (a programmed and non-human greeting) never get read to the end. Avoid emails that start off with the following greetings since they are annoying: Hey Webmaster, Dear Admin etc. Instead, start off with friendly greetings that are a more natural way to greet someone. Use the name of the recipient such as ; “Hi John, …”
2: Don’t Rush into Writing - Take some time to think before writing. Always remember that every e-mail sent out in your name counts and reflects the professional backbone of your business. Before rushing into unveiling your objective for writing the email, take some time to think of how best to introduce yourself. Remember you are writing to a professionally minded fellows, clients or subscribers who want nothing but answers or solutions to their problems.
If writing for the first time to a client use words like:
Hi Adam,
I am Jackson Nwachukwu, a freelance writer and professional blogger at the-name-of-your-blog or company, and then take it from there…
BUT NOT
Hello John,
How are you today? Hope you are doing great in your business and then blah blah blah…
3: Present the Meat of the E-mail – This is the primary purpose of writing the email. Make it Clear and Concise, but not Precipitous.
One thing you must always understand is that people have less time than you can imagine; so make your email clear and concise because time is no luxury to people. However, try not to be so concise or over-careful to the extent of sending emails that are broken, rough or rugged (precipitous). Also be sure to use polite words like “Please” to drive home your point. A word like this means a lot and can make a huge difference.
4: Use a Case Study or Testimonial Where Necessary - Case studies and testimonials have over the years proven to be driving forces that get people doing what you demand of them. It’s often said that “seeing is believing” and so use this to your advantage when writing an email that requires rapid response or reply from the recipient(s).
5: Close with Appealing and Polite Words – Write using polite words to get results in the body as well as when closing your emails.The last part of the email is always the part where you show how concerned you are about the time the reader invested in reading your email, and there is no other way to prove this other than closing the email with appealing and polite words. E.g Thank them for Reading
6: Don’t Rush to Push the Send Button - Alright, you feel you’ve written a great email that will get you that anticipated replies! While you believe so much in your writing, there is still more to it. Remember the emails you send out reflects your professional stand in niche where you operate, so why the rush to push the send button?
Each time you finish writing your email, always edit, format and proofread before sending. Check for grammatical errors, wrong spellings, lines in the email that needs the reader’s eyes, links that needs to be added etc.
Also take a second look at the subject of your email to make sure it delivers at first hand the content of your email. Know that the best time to know if the subject of an email delivers on the content is when you are done with the writing.
Most times you make a promise of attaching a file but forget to do so. This is when you check all these to make sure you deliver. It’s unprofessional to send an email twice just because you forgot to attach a file or failed to proofread the email before sending.
[This Article first appeared on Pro Blogger Source Link]
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