If you’re like most people, email is the most popular way that you communicate. But, unfortunately, there are a lot of bad emails out there and even though it’s more prevalent than ever before, they can still give your company a bad reputation if your messages aren’t as professional or effective as they could be.
In this article, we’re going to look at how to write good emails by focusing on three key areas: being more considerate in the way that you approach others with your messages; building trust with people who may not know you yet and making sure that others want to read what comes from your account (even when they don’t have any interest in doing so).
| Key Takeaways |
|---|
| Embrace positivity in your email communication. |
| Infuse happiness into your email writing style. |
| Craft subject lines that spark curiosity and interest. |
| Use personalized content to engage recipients. |
| Prioritize clear and concise email content. |
| Experiment with different email strategies for improved results. |
| Focus on building better relationships through email. |
| Incorporate gratitude and empathy in your emails. |
| Utilize storytelling to make your emails more engaging. |
| Monitor metrics to assess the effectiveness of your approaches. |
Remember That Behind Every Email Address, Is A Real Human Being
The next time you’re about to hit send on an email, remember that behind every email address is a real human being. That person will be reading your message in their own time, and might even have to read it several times over if it’s particularly long.
So instead of thinking about how your message will flow from your computer to theirs or what they’ll do once they’ve received it stop for one moment and think about who’s going to receive this message.
It may be the only interaction you ever have with them! Don’t ruin it by sending something unkind or cold-hearted; take some time first so that they can see just how much thought went into what you wrote in response (and probably not just because their reply was important).
When crafting your freelance email marketing campaign, it’s essential to consider every aspect. Our guide on writing an effective freelance email marketing campaign provides comprehensive insights to help you create compelling and successful email strategies.
Don’t Be Generic. Find Something Personal To Say
There’s nothing wrong with being generic, but if your subject lines and emails are all the same, you’re missing an opportunity to stand out. You could use a template and simply change the name at the top of each email but that’s boring.
Instead, try showing some personality by adding something personal from your own life into each message. It doesn’t have to be anything elaborate or grandiose; just keep it genuine and simple. Maybe mention how much fun you had met for coffee last week or share how excited you are for something upcoming.
Even if someone isn’t interested in talking about their own lives, they’ll appreciate that you’re trying and most importantly, it will help them feel connected as well!
Don’t Try To Sound Like Someone You’re Not. Be Authentic
When you’re writing an email, don’t try to sound like someone you’re not. Be yourself.
It’s true that some people are naturally more eloquent than others and can pull off a very formal tone when they want to, but most of us have to work at it. And if we do have the gift of eloquence, chances are we’re not trying to impress our colleagues we’re simply using words that come naturally to us.
When I first started working as a writer in the corporate world, I tried hard (and failed) to write emails the way my bosses did sentences without commas; long paragraphs filled with heavy jargon; language that was just plain boring and impersonal.
After struggling through these kinds of emails for years, I finally realized that it simply wasn’t me; I was trying too hard and failing miserably at being someone else when writing emails.
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Communicate One Idea Per Email, And Use A Clear Subject Line That Reflects The Content Of Your Message
Be specific. Avoid vague language like “I’m not happy about something” or “This isn’t working for me.” Instead, be specific about what isn’t working and why it’s not working: “The new software is causing problems with our current workflow; here are some steps we can take to resolve them.”
Your recipient will appreciate being able to quickly understand your message without having to read through paragraphs of flowery language first.
Write short sentences (and paragraphs). Long sentences are hard to read and easy to misunderstand especially when you’re tired after a long day at work! The shorter your sentence length, the less chance there is that someone will misinterpret what you mean or skim over important points without realizing it because they get lost in all those words on the page.
In general, aim for writing at around 10th-grade reading level—which means fewer than 20 words per sentence!
Use Positive, Non-Aggressive Language And Write The Way You Speak, In Short Sentences And Paragraphs
People want to feel heard and understood; they don’t want to be talked down to or told what they should be doing.
Write with a friendly tone that comes across as natural conversation. Try using personal pronouns like I, me, you, and we instead of more formal things like “one” or “the individual.” Also avoid using contractions such as “I’m”, “I’ll”, “you’ll”, “we’re”, and “we’ll,” which help make it seem more conversational than normal business writing.
Crafting emails that encourage clicks, conversions, and positive reactions requires skill. Our guide on writing emails that make people click, buy, and smile offers practical insights into creating persuasive and engaging emails that yield excellent results for your freelance business.
Tell People Why You’re Reaching Out And Let Them Know What’s In It For Them
Get clear on your motivation for reaching out. Why are you writing this email? What do you want to accomplish? What is the point of it?
At the very top of your email, state clearly why you’re connecting with them and what they will gain from responding to your message. Let them know what’s in it for them.
For example, maybe you’d like feedback on an idea or a project you’re working on that could help their company, and they’ll be the most qualified person in their organization to give feedback (and prepared to respond).
Ask yourself: “Why should they respond?” Take some time to imagine how someone might feel reading this email, then write down all of those feelings the good ones and the bad ones (even if negative feelings may seem silly at first).
Write down any questions or concerns you have about why someone would answer this particular message from you at this particular moment in time (e.g., “I’m going through a tough time right now” or “I need help”). Then ask yourself again: “Why should they respond?”
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Your Words Are All They Have To Go On So Make Sure They Are Clear And Concise.
If you don’t have time for a lengthy email, consider writing a short one that includes the key points you want to get across and then follow up with another email in a few days if necessary.
You should also resist the urge to overuse humor or sarcasm as this can come across as condescending or disrespectful depending on who is reading your message. Humor is good for relieving tension but only use it when appropriate and never at someone else’s expense.
Less is more. Try saying more with fewer words. That way your message is stronger and your reader will be more likely to keep reading it.
You’ve probably noticed the trend toward shorter emails in your inbox.
This is one of the most common pieces of advice for improving your emailing practices. But it can be tough to follow through on especially if you have a long list of items or points you want to make. The solution? Try saying more with fewer words. That way, your message is stronger and your reader will be more likely to keep reading it.
Here are some tips for doing just that:
Give the reader allow the reading questions throughout your email instead of just at the end.
So you’ve sent the email. Now what?
What’s next is up to you and your reader. To make sure that they have an opportunity to respond, rather than just waiting for them to do it, ask questions throughout the email instead of at the end. This will get them thinking about your subject matter and may even prompt them into action.
You can also ask questions that serve no purpose other than keeping the conversation going that way if it does start dying down, you can bring it back up again! And if there’s one thing we know about people (and by “we,” I mean me), it’s that if we’re not talking about ourselves, we stop listening pretty quickly.
So asking open-ended questions like “How was your day?” or “What did you think of my article?” are great ways of keeping things interesting while also getting information out of someone else which might help in making future decisions based on their response!
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Conclusion
So what should you be doing? Here are a few key tips:
Be clear and concise. Use the “more with less” approach, which means saying what you need to say in the most efficient way possible.
Be authentic by writing the way you would speak if we were having this conversation in person. Think about how much more genuine it feels when someone writes their email as though they’re talking to us it’s much easier for us to respond, too!
Use positive language rather than negative words like “don’t,” “can’t,” or “no.” Instead of telling someone what not to do (i.e., don’t send emails that are too long), tell them what they should do (i.e., keep it short).
Don’t forget humor! If there’s some good news or something funny happening at your business that might make people smile as they read their emails from you, include it! It will help humanize things and make everyone feel more connected with each other even though we’re communicating electronically instead of face-to-face like we used to back in the olden days before email existed on Earth at all…or maybe even beyond time itself…
Further Reading
How to Make Your Life Better by Sending Five Simple Emails: Discover how sending just five simple emails can contribute to improving various aspects of your life.
5 Ways to Add Happiness to Your Business Emails: Explore ways to infuse happiness and positivity into your business emails for better communication and engagement.
Improve Your Email Subject Line: Learn effective strategies to enhance your email subject lines and increase open rates for your marketing campaigns.
FAQs
What are some tips for writing effective email subject lines?
Crafting compelling email subject lines is crucial for catching your recipient’s attention. You can improve your subject lines by keeping them concise, intriguing, and relevant to the email’s content. Personalization and urgency can also boost open rates.
How can I make my business emails more engaging and positive?
Adding happiness and positivity to your business emails can improve communication. Use friendly language, express gratitude, and focus on solutions. Incorporating relevant anecdotes or light-hearted stories can also make your emails more engaging.
How do I optimize my email campaigns for better results?
Optimizing your email campaigns involves multiple steps. Start with segmenting your audience for targeted content, then craft compelling subject lines and personalized messages. Test different send times and analyze metrics to refine your approach.
What strategies can I use to improve my email open rates?
To enhance email open rates, experiment with different subject lines to find what resonates with your audience. Use A/B testing to determine which variations perform better. Additionally, maintain a clean and well-maintained email list to avoid deliverability issues.
How can I use email to improve different aspects of my life?
Sending specific and well-crafted emails can lead to positive changes in various areas of life. You can use emails to foster relationships, express gratitude, seek opportunities, or provide updates, leading to better personal and professional outcomes.
How do you communicate with friends and family when you’re traveling?
It’s all about knowing the best time to reach out. If you have to call someone, try not to do it between 8:00 AM and 9:00 PM because that’s usually when they’re sleeping or working. The same goes for texting if your friend is in a meeting or busy with other things, their phone will ring but they won’t see your text right away (or at all).
Emailing is a better option because it allows them some time to respond before you get antsy and go back into panic mode. And if there’s an emergency and they need immediate attention? Cell phones are still the most reliable way of communicating in those situations!
What If I’m Asking For A Favor?
Be even more polite and direct. It’s no secret that people like people who are nice, so you should use your email to show them you’re a person worth being nice too!
What If I’m Negotiating?
This is tricky territory. You want to maintain politeness and respect this will help ensure that the other person responds in kind but you also need to make sure they know that you have the upper hand in whatever conversation you’re having. If they don’t realize this, they may not offer up their best offer or agree with all of your demands.
Can I Use This In A Group Setting?
Yes! It can be even more effective to implement this strategy with colleagues to help bring about a corporate culture shift. The bottom line is that email is such an integral part of our lives and work, so if you want to be happier and make a difference in others’ lives as well as your own, then it’s definitely worth the effort.
I am a content writer, and I love what I do! Writing makes me feel like the words are flowing through my fingers, and then onto the keyboard, like magic. My experience as a writer has taught me that writing makes me feel good, as well as helps others to feel better too!