Learn how to write e-mails that work may give something extra to your communications.
Whether you are writing to a potential customer, a supplier or a colleague, the rules are always the same : an email must be written in the right way, in order to enhance your image and increases the impact of your message.
Who knows how to write effective emails is able to take advantage of Web 2.0. And the results are obvious : more customers, more professional image, more effective communications.
So, how to write effective e-mail?
Here you find a few tips, that may be valid for any type of email, and of course commercial ones.
Here is the list of my suggestions.
1 . A Catchy Text in the Email Object Field
Of course this is the most important step, as depending of the text you will write in the email object field, the receiver will decide to open it or just trash it.
Write a catchy text, something that will invite the receiver to open it and let him know that he will find something interesting inside.
The object, along with the body text inside, is the most important element of an e-mail. Of course because a communication via e-mail starts right from the object.
So the question is : How to write an object that works?
In my opinion, you should not exceed a certain number of words : do not write more than 10 words.
If you write too much, your subject text will be cut and you will risk that it will be incomprehensible. Moreover, the cut sentences look very bad.
In addition to short, your subject text must be clear : no general or vague words.
So the goal is that the object should contain something that encourages the recipient to read your e-mail. You may achieve, writing about the benefits that your receiver may have if he continues reading.
Also the questions work well : they generate curiosity.
2 . Think About the Receiver
Step into the shoes of the receiver.
This is the same even when you create a campaign of e-mail marketing to hundreds or thousands of potential customers : you do not know them one by one (probably), but you know what is the target to which turn your communication.
Therefore, your first duty is to write in a way that your receiver can understand easily your message.
Too often, the sender makes the mistake of writing e-mails that are clear for him, but for the recipient are obscure. This can be a serious error, because it may undermines the effectiveness of your communication.
Use simple words and be clear.
3 . Tell First the Most Important Thing
Apply the rule of the inverted pyramid : write right away the most important thing you have to say.
Your receiver, just like you, do not have so much time to waste and he may receive many many emails every day.
So you should go straight to the crux of the speech.
Writing e-mails that work, means to write short and clear messages.
On the other hand, long and repetitive communications may bore your receiver and may be he will unsubscribe from your email list.
4 . Tips for the Content
Be careful with spelling, grammar, syntax and punctuation.
Double-check the email. Read it and then read it again.
An bad and incorrect language may destroys your image and credibility at the eyes of the receiver, especially if you run Email Marketing Campaign.
Avoid the “wall of text”.
Write well-spaced text divided into paragraphs.
Avoid any use of unnecesary graphics or images.
Use a correct font.
Your email must be legible to everyone of your receivers.
Use bulleted and numbered lists.
Respect the netiquette.
If you have to, be sure to send files in an appropriate way : check the attachment (it must be not too heavy), control the file extension (it must be readable by everyone) and be sure to rename the file in order to help your receiver to undertand what it is.
5 . Final Greetings and Signature
You should always thanks your reader for the attention he has given you.
Use something cordial as greetings.
If your goal is Email Marketing, this is the right moment to insert a “Call to Action“.
Put your signature : each e-mail must be signed.
Here depends on your receiver.
If you write e-mail for work, you may use the formal signing. In other words : your name, title, role and references, and your company.
If the e-mail is personal, just sign with your name alone.
Do you have any other suggestions ?
January 27, 2012 at 2:58 pm
I’d like to add something at “3 . Tell First the Most Important Thing”: write the most important thing, but start by telling what the receiver wants to hear. Start by writing his advantages.
Tony recently posted..How to Remove Black Mold by Yourself
January 27, 2012 at 3:44 pm
Hi Tony,
thanks for adding this suggestion .
If you say the benefits first, then it is true that when you talk about the main thing, this will be exhibited in a better way.
January 30, 2012 at 9:44 am
As a receiver of an email, I would prefer a eye catching subject. Next would that I would consider is the content. Content must not look like a spam email that only needs a single sale from me.
Cosmin Hora@Top Vacuums 2012 recently posted..Bissell 94Y2 Vacuum Cleaner Review
January 30, 2012 at 11:03 am
Hi Cosmin Hora,
personally I think that I would open an email with a very attractive subject.
I think this is the most important thing if you want to have a high probability that an email is consulted and opened, obviously talking about email marketing campaign …
February 8, 2012 at 6:24 am
Yeah, pretty interesting subject can really be appealing to a receiver of an email. It makes sense why I’m getting lots of emails with free or $$$$ signs placed in the subject line. LOL
Cosmin Hora@Top Vacuums 2012 recently posted..Bissell 94Y2 Vacuum Cleaner Review
January 31, 2012 at 7:32 am
Actually these previous weeks i didn’t entertain my email so much! But i will try these new application to have new things on it.
gabby recently posted..The best Diet solutions to supplement weight loss
February 1, 2012 at 7:26 am
This is a great news Erik all I know about Email marketing is to gain address and emails of client we wish to work for. I am just wondering if this is the same with lead Generation? cause I think they are similar?
Kate Brown Wilson recently posted..mortgage singapore
February 2, 2012 at 5:46 am
The receiver often has a lot of emails to look into and I personally delete emails that I consider unimportant. Having a catchy and short subject is definitely important. Although short, I make sure my subject is direct.
Karen recently posted..DTS Home
February 5, 2012 at 9:18 am
These are all some very good points…
Also the writer/sender of the email
should format the text of the email
such that the width of the lines
within each paragraph are short and
keep each paragraph short because as
you’ve said people have short
attention spans…
WAHM @ Make Money Writing recently posted..Best-Reviewer.com Review… Check out my new top lists!!! updated Sun Jan 29 2012 2:14 pm EST
February 6, 2012 at 11:55 am
Hi Wahm,
like the way you did right now !
Thanks for the commment !
February 8, 2012 at 6:41 pm
Recently I have been training myself with regards to the 3rd item on your list, “Most important stuff first.”
My boss tells me to always ask my question first in the email. Then if he wants to read the hows and whys he will but if not he already knows what the message from the email was.
So learning to think in reverse!
February 8, 2012 at 6:52 pm
Nice point of view :
asking a question, gives interest and curiosity to the receiver of the email…
Thanks for your comment !
March 17, 2012 at 10:12 am
Emails are good way for getting hurry response or feedback. First of all we think about receiver, we must select those words that a receiver can understand easily. Write about most important thing first. Becareful about spelling, grammar,syntax and punctuation.
Ayesha recently posted..Best free Photoshop Actions
March 20, 2012 at 8:40 pm
I completely agree with you, Ayesha.
Thanks for your comment !