When you are firing off emails constantly throughout day, it really pays to write as clearly and concisely as possible for colleagues, clients and potential clients who are likely to be as busy as you are.
How many emails do you get to your inbox that you simply do not have the time to read because they are long-winded or complicated to understand in a hurry? It is fair to say often our sent emails are sitting amongst 186 other unread mail items; so it’s best to get to your point and do it well.
Connect2Field's top tips for writing great emails;
1. Use hyperlinks - such a simple thing to do, but you’d be surprised how many people do not use them. A busy person will not have time to Google everything. Most email systems will have a button you can use to insert the relevant link behind your text. Make sure you check that the link also works!
2. Keep your eyes on the CC & BCC - where possible it’s good to personalise your emails. However if you are sending out to a large mailing list this is not always feasible. It is good practice however to not just fire off pointless emails to your whole customer base just because it’s partially relevant - if people aren’t interested in what you have to say the chances are they will be less likely to open an email that IS important.
3. Be concise - this is perhaps the most important rule to live by. People get bored easily. Make life simpler for you and your recipient whilst including all important information such as contact details or deadlines. Only include the essential content - could you say in 5 words what you’ve written (or typed) in 10?
4. Check you are sending your email to the right people - needless to say this is very important. I don’t think your clients want to know what you want for dinner!
5. Write a relevant and meaningful subject line - this way, people will already have some idea of what your message contains. Also, if it’s important you can catch their attention when they are looking through their inbox!
6. SPELL CHECK. Badly spelt emails reflect really badly on you and your company.
By shortening your emails, checking and being concise you will find it actually saves you a lot of time to spend doing other important things within your business.
Got any more suggestions? Feel free to write your comments below!
The Connect2Field Team
Click and connect