Often the first impression that an entrepreneur gets to make is not face to face but through some form of electronic communication. And as the first impression usually makes the last impression, you may not get a second chance.
The seemingly-innocuous email can pack a punch or get chucked into trash depending on what it says, and how. When clients are being bombarded by a zillion emails a day, how do you ensure yours makes an impression and gets a favorable response?
Here are 10 simple points to keep in mind while creating your content:
#1 Size Matters
A professional email needs to be simple and clear. A style of writing, like in the one below, is a huge put-off for anyone reading it. Keep your message precise and to the point. Nobody has the time to wade through a lot of information to get to the main message.
Image Courtesy: Dating a Sociopath
#2 Spellings And Grammar
Be careful of spelling mistakes and sloppy grammar. Nothing is more annoying than an email that has been carelessly put together. Besides, it could cast a bad reflection on your work.
Image Courtesy: Proofread London
#3 Customised Content
It might be tempting to use the Ctrl-C and Ctrl-V option, but that’s when you can get careless. As far as possible, try and customize content. It makes your message seem more real instead of coming across as slick and loaded with marketing lingo.
#4 Informative And Click-Bait Headline
The headline is your opening gambit. Use it wisely to attract and hold the attention of the targeted readers. It is your magnet to compel them to click on your email before a host of other interesting emails flood their inbox. Be relevant, be informative and be irresistible. Click-bait seems just the right word, doesn’t it?
#5 Bullets/Short Paragraphs
While it is important to keep your email short (think one screen-length), sometimes there is a lot of information to be shared. In that case, keep your paragraphs short and bite-size. Use bullet points wherever possible. The cardinal rule is that you shouldn’t present a large chunk of text at first glance.
#6 Tonality
Your emails should have a distinct voice, that of your organization. However, also remember who you are writing to. Don’t be too stuffy or too casual. In the end, your communication must come across as professional, irrespective of the style you choose to go with.
#7 No Loud Capitals
This should be a no-brainer by now. However excited you might be about your message, do not shout into your client’s inbox. If you wouldn’t scream and shout while making a presentation, why would your email do that?
Image Courtesy: memecrunch
#8 Highlight Important Information
Are you sending an invite or informing clients about a launch? Make sure details like the venue, date, time, etc. are properly highlighted. Don’t let this information get lost in the main message but accord it separate space where it stands out clearly.
#9 Time It Right
This is a tricky one. Sending an email at 6 in the evening means in all likelihood your client isn’t going to see it until the next day, by which time it will have sunk low in the inbox. Time your email to hit the inbox when your client is at her desk and your email has a greater chance of being read.
#10 Interesting Visual Depiction
The popular adage that a picture is worth 1000 words is true for emails too. Can you support or convey your message with an interesting image instead? Play with imagery and colors to make your email stand out.
Always go through this checklist before shooting off any emails to your clients or potential customers. A little care goes a long way.
