10 Best Tips To Write Effective Emails: Get the results you want quick
Hey there, do you sometimes feel like writing an email is like pulling teeth? Don’t worry, you’re not alone! Writing emails that actually get your message across can be a real struggle. But fear not, my friend, because I’ve got 10 tips that will make you an email writing pro in no time.
Nowadays, we communicate more and more through email. We use Email communication to write something to friends, relatives, colleagues, or clients. Whoever is the recipient of your email, it is becoming very important that you write emails effectively. As you know, by writing an effective email, you can save your time, and other person’s time and you can win more trust & confidence from the other end.
More and more people contact each other through email. Even if they mention it directly or not, they expect prompt responses. One of the studies by Jupiter Research indicates that 35% of customers expect a reply within six hours, and an additional 55% expect a response within 24 hours. Though many people focus on response time, content is just as important. The same study indicated that a lack of a thorough response (45%) will cause online customers to view a company negatively when considering future purchases.
Poorly crafted emails will generate additional emails back & forth, which potentially eats up more of your time. Worse, they can drive unnecessary calls to your most costly channel – your phone. And at that point, customers are bound to be angry and frustrated.
Here are some tips for writing email responses that are both thorough and appropriate:
1. Format your response so that it’s easy to read on a screen. Do not write emails using very long sentences, which are lengthy horizontally. Each line must be short. Ideally, write 5-6 words in each line only and not more than that.
2. Make sure the subject line is concise and meaningful to the recipient…not just a generic “Response from Marketing Team” But also be careful that it doesn’t look like spam.
3. Have one subject per paragraph. Mention this separately by blank lines, so that it’s easy to read and understand.
4. Be brief. Use as few words as possible to convey your message. More is not better when it comes to email. An email is not perceived as an electronic letter.
5. Use simple, declarative sentences. Write for a third or fourth-grade audience, particularly if you’re creating templates that are sent automatically. You do not know the education level of your sender or the sender’s level of comfort with the English language.
6. Be sensitive to the tone of the original email. If the sender is upset because of an error on your part, acknowledge the error. Clearly state what you are doing to correct the situation.
7. Make sure you answer all the questions posed in the original inquiry. A partial answer frustrates the sender and results in additional contacts. It also makes the company sending the response look inept.
8. Make it clear what actions you will be taking next and when the writer can expect the next contact from you.
9. Don’t ask for an order number/case number or any old information which you remember out of your mind only when one is included in the original email…sounds pretty basic, but sometimes people miss very obvious info in the email.
10. Don’t just tell the sender to go to your website. In many cases, they have already been to the website and couldn’t find the answers they were looking for. If you want them to go back to the website, provide a direct link to the exact information the reader needs.
10 Best Tips To Write Effective Emails: Conclusion
With these tips in your back pocket, you’ll be an email writing master in no time. By following them, you can improve your email writing skills and effectively communicate your message to your recipient. Remember that effective communication is essential in all aspects of life, and mastering the art of writing effective emails can help you achieve your personal and professional goals. So go forth and conquer your inbox!
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10 Best Tips To Write Effective Emails