7 Steps to Writing an Effective Email
Writing an email may seem like a no-brainer. It's something that you've not only been doing for years, but multiple times a day. You're probably bombarded with emails too. And, the people you're sending them to are as well. That's why getting someone to open, read and respond has become increasingly difficult and why being able to write a comprehensive email is important.
Here are 7 steps to writing an effective email.
1. Craft a succinct subject
Crafting a succinct subject that communicates the body of your email has a better chance of getting noticed. Key phrases like for your review, introduction and in response to all communicate the content of your email.
2. Include a tailored salutation
Sending out a mass email isn't usually effective and people like editors or bloggers know this when they see a generic greeting. Always try to find the name of the person you are emailing. Navigating through the company's website or searching on social sites like Twitter, Facebook, or Google can help you find a contact name and often times, significant information about them to help break the ice such as where they went to college, their hometown or mutual friends.
3 Provide a frame of reference
Add context to your message at the start of your email. After you introduce yourself, it's okay to write something like "I saw your profile on LinkedIn or we met at a Meetup event." These types of sentences make the email personal and humanizing, and can ground the person in who you are.
4. State the purpose
Be explicit about the purpose of the email. For example, if you want to be featured in a magazine, reference a particular section or a seasonal feature like red carpet style for less because it helps the editor understand where your product could be a fit.
5. Give details and support
Be able to back up your email with support. For example, if you are pitching your brand, photos of your products should be embedded into an email or included via a link versus attaching them as file sizes may be too large. Including bullet points help make the message easy to read while also keeping the message concise.
Emails must include a signature with relevant information because your reader will most likely want to learn more about you and links to other sites will help validate your brand. This includes your website and social media platforms. If your website is not up, you may want to consider temporary sites like Launchrock that will provide you with a presence online in minutes for free.
6. List a call to action
End the email with a call to action and next steps because you want to make sure you accomplish the purpose of your email. This may be asking if they are interested or need more information.
7. Keep it professional
Remember to proof your message, be cognizant of grammar and use italics or caps only if necessary. These are the small things that make a difference when people decide whether they want to do business with you.
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