The e-mail is now one of the most common and effective forms of communication between people and businesses. According to the calculations of the research firm, The Radicati Group, in 2018, 124.5 billion business emails were sent and received each day and the figure continues to increase.
An e-mail allows us to contact a potential client, supplier or partner at any time and from any place, but given the enormous amount of information we receive, it is important that we follow some rules to write effective messages, that have a greater possibility of to be opened and to generate the response we seek. Following are some tips to create those rules for yourself.
1. Use a professional e-mail address
If you want to make a good impression, using a generic Hotmail or Gmail address is not a good idea. In addition, there will be more chances that your message ends up in the spam, unwanted emails or promotions folder. The most advisable thing is that you open an account associated with the domain of your business, through integral services like GSuite of Google or Microsoft Exchange. Do not forget to also configure your signature that includes your name, phone number, e-mail, logo and the website of your company.
2. Write a good ‘Subject’ line
It is the most important factor for someone to decide to read an email, as it works as a trigger point. Without losing the elegance, be as direct as possible in what you are looking for or what you have to offer. To write it, do not think only of your interest or problem to solve, but also of your interlocutor. “Do you know how much it costs to lose a client?” will work much better than “Presentation of training in customer service of the company”.
3. Be brief
The recommendation is that emails, especially those for presentation, do not exceed two or three short paragraphs. We all have little time and our capacity for attention at work is permanently threatened by phone calls, questions from our team members or the urgency to solve a problem. So work on the clarity of your messages: dedicate each paragraph to a single idea, avoid sentences of more than two lines and use bullet points to facilitate and speed up reading.
4. Check grammar and language
You do not want a customer to get stuck to something that you do not want to highlight. In addition, bad grammar and sentence construction can possibly make the other person confused about what you want to say. For this, you can take the help of some online tools such as Grammarly. If you need creativity and perfection, you can take help from proofreading experts from an assignment help company.
5. Create attachments
It is always better to create an attachment such as word document if you have to provide large text (e.g. guidelines to do something) in your email. This way, the receiver can download the content and can read the information later on. Though, you need to be careful that the information is presented in a clear cut and formal way.
If effective writing is not your forte, you can always take help from a writing company such as AssignmentHelp4Me, an Australian company where writers work on assignment; help Melbourne students to achieve more.