How to Write A Flawless Email In 10 Minutes Or Less
Do you know the ‘email system’ cannot be said to have been invented by any one single person, yet the bigger credit goes to Ray Tomlinson, an ARPANET contractor in 1972? Early email can be said to be a progression from the early file directory system. It’s generally thought the initial email systems were first applied in the University of Massachusetts around 1965. With the improvements and advancements done since then, it becomes quite the ordeal accrediting the present email as we know it to any one person. But for history sakes, let’s stick with Ray.
At the initial stages, emails were not only slow to use but could not be accessible to everyone as it is now. In fact, before the internetworking era, computers could only communicate directly to single computers. With a network formed, major developments on emails became necessary. The story is pretty amazing and looking back, a major milestone in history. In fact, email is thought to be the most useful component on the internet as of now, regardless of the breakthroughs in different apps and platforms. Therefore, to say the very least, email marketing is just a necessity for your business.
Nevertheless, people still find it a difficult task writing business emails. But before that, let’s take this train to the rail by looking at the different types of emails you may opt to use, before discovering the ‘how-to’ behind them. They may generally include:
They differ first of all in the formatting. Business emails follow a specific format, unlike personal emails which can be written as the writer deems fit. The content covered also has high contrasts as business letters are written with specific objectives, unlike their casual counterparts. If a story is told here, it’s only one that impacts the business and not personal, touchy irrelevant wordings. Length is another differing factor. Write a 3-page long business letter, and I can certainly assure you that you’ll read it yourself, unlike personal letters which are not limited. The language and punctuation used is also a formal one with business letters even though an aspect of casualness is usually applied here.
Since our main topic is on business letters, how do they benefit you?
Importance of Business Emails
- Establish authority in your market niche. Executives are generally thought to prefer written documentation to other means of communication when passing on information.
- Tangibility aspect of emails on the reader’s part. Talk about giving a piece of yourself or your business to your client; emails are the way to go. What’s more, they do not stand a chance to lose whatever information you’ve sent, unless you bore them to death and they intentionally opt to do so themselves.
- Highlights a caring aspect on the part of the business. Just that you took your precious time to compose that business letter implies you give more attention to your customer than just typing down a note and sending it over.
- Reach them all. What better way to access all your clients from. What’s more, the costs associated with email marketing cannot be compared to any other form of business promotion.
Before Crafting Out the Letter
A few tips would come in handy before you sit down to craft out your mail in 10 minutes:
- Determine your voice – This is a company and thus composed of a variety of individuals. You do not have to do all the hard work yourself. In fact, it paints a really positive picture having someone else write from time to time. This could include an employee, a satisfied customer or faithful client, a pen name (your pet or even your spouse). You aim not only to relate with your customer but also entertain them while building trust. If you can entrust your mails to someone else, then they can in turn trust you with their time and finances too.
- Set your goals – Remember talking about objectives? These could range from: pitches with sales in mind; pure content aiming at value addition and trust gain; industry dominance through stories of milestones achieved; thank you emails after subscription or purchase of products. In any case, don’t write aimlessly without identifying what you intend to accomplish as this is why most people get stuck on the way.
- Determine the length – Mails could be both short or long dependent on styles used and the purpose of the email. Short ones could be used to send clients to a landing page where more information about you is given. Long ones are used in different scenarios including; when telling a story, at the start of an auto-responder to command authority and enhance credibility, and also when not pitching.
- Compliance with CAN-SPAM Act – There is a federal law concerning business emailing for marketing purposes and require them to:
- Contain accurate headers
- Direct subject lines
- Identification as ad
- Physical postal address
- Easy-to-find opt-out choice
Addressing the Elephant in the Room
That was supposed to scare you a bit! Actually, we have so far covered the basics of your email marketing program. You now want to grab a comfortable seat and prepare to write. At first, it might take you a while adjusting on your speed especially if you’re not used to it, but you’ll surely catch up with time.
- Assume you’re addressing the letter to a particular individual rather than a group. You want to be friendly no matter how much you’re seeking to build command, hence, write in a conversational tone. Write as fast as you can without fear of mistakes, and do your editing on completion.
- Let your subject line be that heading which generalizes all that you’ve written down; present it in a controversial and fun manner, but be direct.
- Center your message on the 5 W’s – Who, Why, Where, When and What (can also include How)
- Take it easy with the jargon; it’s not a writing competition. Take time to proofread your work and eliminate all grammatical and spelling errors found.
- Avoid including attachments if you can.
- Respond to all questions raised on the same day, and anticipate others to minimize back and forth messages. If you can’t write a full response on the same day, acknowledge receipt of the email and respond with a date of when the issue will be addressed.
- If the thread is ongoing, change the subject when topics change.
- Be brief, concise, professional and courteous.
- Follow up your message with a strong CTA. This could include:
“Download your free ebook!”
“Redeem your coupon now!”
- Cognize yourself with readers’ values. You don’t want to touch on politics or religion if your organization or clientele have no relation to such.
Are you ready to apply the tips above to your business today? Join us in the comment box and give us your honest opinions.
About the writer: Sophia Clark is a creative writer who is working on several projects, one of them being https://edubirdies.org/. In her free time, she enjoys reading and writing fiction. Her big dream is to publish a book one day. Connect with her on G+.
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