8 steps to writing a successful business email
Email writing is an undervalued skill, but when used well, can transform your small business.
As a communication tool, emailing is revolutionary. It’s cost-effective, instant and received from anywhere in the world. On average, we receive 88 emails per day with a click-through-rate of 7%. Which is staggering!
So the next time you’re writing to potential collaborators, clients, contracts or customers, keep these 7 tips in mind:
1. Mastering The Subject Line
Subject lines are tough to crack. They are incredibly powerful and one of the first things your recipient will notice. When the subject line feels uninspiring, demanding or deceitful, recipients will lose complete trust. Did you know that 54% of people have felt cheated or tricked into opening an email based on the subject line? Misleading subject lines aren’t worth the gamble.
The best advice is staying honest and authentic. When in doubt, keep it simple.
2. Name Correctly
“A person's name is to him or her the sweetest and most important sound,” writes Dale Carnegie, author of How to Win Friends and Influence People.
So you can imagine, the biggest turn off while reading an email is to find your name spelt wrong, or worse addressed to someone else. Take the time to triple check your recipient's name. It will save you a lot of embarrassment down the line.
3. Get To The Point
“I didn't have time to write a short letter, so I wrote a long one instead.” Mark Twain’s iconic quote carries so much truth.
If you find yourself writing a chapter instead of a short paragraph, it may be time to start whittling down. Use tools such as bullet points, bolding and underlining can help simplify your email. Often, you can do it without losing essential material.
4. Check Your Spelling
Sadly, it only takes one typo to make a bad impression. The good news is you don’t need to be an incredible speller to stay on top. One hint is to try reading the email backwards.
Spelling checking software can also be useful. Check out Grammarly for mistake-free and impactful email writing.
5. Time It Right
Time your emails so they get in front of your customers at the best time for them (not the best time for you). Customers may not be able to interact with your business at 10pm, then your information could be forgotten. Maybe wait until tomorrow morning to send that important notice. And if you’re planning a mass marketing email campaign, the best time to send your emails is on Thursdays between 10am and 11am.
6. Perfect Your Tone
If you go back and reread some of your old emails, how does it make you feel? Do they come across as disorganised, aggressive or bland?
Try adding a little bit of warmth to stop your email being misinterpreted. On a recent Grammerly blog post, they use this excellent example: There’s a big difference between “I’m looking forward to chatting with you” and “I’ll be expecting your call.
If you’re replying to a complaint over email, pay extra attention to your tone. Use empathy and understanding. Improper handling of a customer complaint can be costly to your business and can escalate quickly. For more helpful tips check out The good, bad and ugly of customer feedback and How to win over difficult customers
7. Emojis, GIFS And Exclamation Marks
We’re not hindering personalisation, but try keeping your emails more on the professional side than the playful - especially with new contacts.
8. Professional Email Address
Many businesses use free email services like Gmail, Hotmail or Yahoo. But why advertise another business, when you could advertise your own? The more customers see your business name, the more likely they are to remember you.
For example, firstname.lastname@example.org will represent your business much better than email@example.com.
Chat with one of our friendly Honcho specialists to set you up with a professional email address today!
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