Email Workshop: “Do” Tip Sheet, Part 1

Whether originating a business email or responding to one you’ve received, keep in mind that how you set up and compose your message can help or hurt your “go-to” status and relationship building efforts. Check out the 12 writing recommendations for service emails in this post.

 

Emails Done Right!

  1. If responding to an email, before you write, carefully consider the situation and frame of mind of your customer or prospect. Be sure you clearly understand what s/he is really saying. (Sometimes, it takes several thoughtful read-throughs to get the real message.)
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  3. If necessary, request more info from your correspondent to formulate an effective solution for them. Don’t guess.
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  5. Streamline your effort—before you start writing, gather all the info you need for the solution you’ll propose. If you have to contact others in your company for details, do.
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  7. Start your message with welcoming language that makes the recipient feel great (and builds rapport). Finish it by reinforcing the connection and/or relationship.
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  9. Be friendly! In your greeting, place a comma after the person’s name, instead of a colon.
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  11. Double-check the To: field to be sure the right person’s name is entered. You can inadvertently auto-populate the address field with the wrong name if you have similar first or last names in your address book or your email program’s “previous senders” list.
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  13. Send to only those who need to view your email—be thoughtful about CCs. (Haven’t you heard? Sorting and reading the mail can be a real chore!)
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  15. Don’t embarrass yourself with unintended, premature sends of incomplete, unproofed emails. Consider leaving the To: field blank until you’re sure you’re done.
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  17. Write a meaningful, relevant, descriptive subject line.
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  19. Use plain language, not jargon.
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  21. Make sure you deal with all points—don’t make your customer or prospect write back for potentially important info that should have been included.
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  23. Solve the problem!
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Writing the kinds of emails that get the job done for our clients (or those we’d love as clients) usually takes some effort. But it’s well worth it. Next time—a dozen or so more recommended actions to help you get better results with your email communications. Be sure to check out some email writing steps to avoid, as well.