Virtually all of us send and receive emails on daily basis, but how sure are you that your recipients are opening and reading your emails? Both small and large business owners now use emails as a means of communication. Its quick, doesn’t consume time and easy compare to using any other means to get through to your clients. Note some important ingredients before you send out your next emails.
▪Simple, clear, concise and descriptive subject line: don’t ever allow your subject line looks like spam mail. Don’t overuse grammar and make sure your punctuation is on point. Your email should be easily summarize and if there’s any attachment that need to be clicked on, mention in your email. When you think about how many emails people receive daily, you will then know that when sending out an email you will always make sure your recipients knows what you email is all about.
▪Organize your ideas and thought: always take your time to brood on what to write on, make sure you clear your head anytime you want to write an email and do away from any disturbance. Let you points and ideas are in a logical manner.
▪Proper greeting of recipient: never begin your email without a proper greeting, if you don’t know your recipient name begin your message by hi, hello greetings etc if you know the name of your recipient address them by using a title follow by their name e.g Dear Mr Jones Rose. If you’re not sure of the gender the option is to use only their last name and first name e.g Dear Jones Rose.
▪Make the body text precise: text with more than three paragraphs, the chances that someone will read it all is minimal. Keep rambling to minimum and be straight forward. Expert say an average office staff receive over 100 emails per day. So over tow paragraph emails is likely what won’t interest them. If there’s a website or link you are directing your recipients to, make sure you it’s easily accessible to them. Remember to always convert your text into a link. It makes things easier for them.
▪Don’t write a fable: it’s not a bad idea to have a lot of things to write in your email, but it doesn’t benefit you to force it all in a single email. Split your message into smaller topic-based email if it’s too complicated and lengthy.
▪Always include subheadings and bullet: yes, I have received an email that was one better than usual long block text. I had to read it multiple times before I could understand the message the sender is trying to pass across. By introduce a clear subheadings you’re improving the legibility by breaking your message into sections.
▪Make it an habit to always check your spelling: always run a spell check every single time you send out an email because your recipients can be more knowledgeable than you do. It won’t take anything away from you if you take your time to proofread before sending your email to make sure you’re being clear and brief. Furthermore, don’t abbreviate by using ‘u’ for ‘you’.
▪Always include signature in your email: if you are sending email either for business or personal purpose, you should always include your signature. It shouldn’t be something decorative, your signature include name, phone number, business name, address etc. don’t let your recipient search everywhere before they can contact you.
Conclusion, following the aforementioned tips will make your recipients extremely happy when they receive your email.
So much noted about email.