What makes a really good email

What makes a really good email ?

Being a near perfect source of communication, email is usually rendered underestimated by the users. What in fact usually limits it is the usage capacity of the sender who can fail to harness the advantages of the unique features of this medium. In the pursuit of saving time many users tend to haphazardly throw their thoughts into the body of an email and hit send. They often neglect the significance of inputting the information clearly, exposing it to misinterpretation, misrepresentation of sender’s thoughts and putting off productivity to the halt.

For some users who have experienced this, this is the reason why they render phone calls and face-to-face conversations as more advantageous for business communication. There are times when phone and face-to-face conversations are more efficient and productive sales tool, when the conversation between the seller and the buyer needs a more personal touch, but as for the marketing medium email is one of the most efficient tools. It’s certainly well-adopted by businesses as a communication medium though. The vast majority of Americans are using it as their primary business communication channel. Also it is accessible through various devices and screens.

There are certain bullet points laid down by a good email marketing online course that makes an email marketing for business a really good alternative, they go as follows:

Preciseness • Unlike the informal letters or articles, emails are not the place to ramble and do rounds about a certain thought. Emails can virtually transmit unlimited amounts of information and makes it possible and desirous to go on tangents or try to envelope every bit of information you can in one single email.

However, this is usually not the best approach. Instead use short and sweet retention emails to get users back into your product and don’t have your campaigns try to do everything at once. It’s better to focus on forming your emails as concisely as possible; in other words, it’s better to put maximum amount of information into as few words as possible.

Contd. • It can be done by cutting out the bubble talk. Unlike phone calls, you don’t have to spend time making small talk or impress the customer or introduce the problem. Instead, you can immediately begin by presenting the most relevant information and the solutions. After drafting your email, you can go through and eliminate any sentences (or individual words) that are unnecessary and contribute towards lengthening what has already been said.

Polite & friendly tone • Despite all its positive contribution email marketing does have one potential drawback. Since they are written, and not expressed with the wide range of vocal tones and body language gestures we’re used to in interpersonal communication, they are quite prone to tonal misinterpretation. User is required to be extra careful to make sure your words are interpreted correctly and appropriately by the receiving party.

Contd.

• Firstly, make sure you’re writing in a tone that’s suitable for your audience. If you are emailing a new client with conservative values, it’s best to address them formally as Mr./ Mrs./Ms. rather than with a “Hey Alex!” On the other hand, if you’re emailing a coworker about some project you’re collaborating on, don’t come off too stiff by using short, unfriendly sentences, it makes you appear rude.

• Secondly, be cordial, but straightforward. Emails aren’t the best place to make sarcastic or tongue-in-cheek jokes, even if the tone allows, avoid it completely. User must assume that their reader is going to take everything literally.

Quality content & well-organized thoughts • Email writing has no particular format, despite what the certain email marketing online courses might imply. The best you can do is organizing your thoughts logically one after the other and not overlap it with a new one. Begin by addressing your audience and move into a subject. For instance, you could separate your sections chronologically by starting with a recap of previous meetings, moving into a general summary, and ending with a list of action items. You could also opt to divide your email in terms of individual participants and calling out each individual’s responsibilities in one group email. • Your organization should be instantly recognizable to anyone reading your email for the first time, regardless of the format. Keep all relevant subject matter confined to its particular section in your email. The quality of content along with visual designs serves company more than the customer.

Target-focused • Business emails must have a central aim and you must only stick to it along with summary of previous steps and recapping of the new one. In order to make your central goal evident, you need an effective, direct subject line. It demands a lot of thought but without one you risk your email being overlooked or hard to find. Certain email marketing certification courses especially dedicate several classes for this purpose only.

Always include information such as the client, the topic, or the due date. Never use a subject line to write body copy as is directed by some best online email marketing courses.

Summarization • Unless it’s a response to an email thread already in progress, your email must have a summary. In this, you need to cover all the items covered to date. This will ensure speedy reading by all along with prior information before you delve into the matter at hand.

• Remember the difference between summarizing and reiterating. You aren’t aiming to repeat all the information that has been covered to date but only covering the bullet points.

Optically scannable • This matters especially with attention spans at all-time lows and inbox counts reaching all-time highs. Even if you expect your intended audience needs to read your email in full the first time around, your email should be visually “scannable” for repeat reads. This requires shortening of paragraphs and the significant sections to pop out immediately with different fonts. Like, bullet points are an extremely effective way to organize and present a dedicated list because they can be read quickly with ease. They are unique from the rest of the email and can be tackled one at a time.

Goal clarity • The best email marketing courses available online always advises you to have a clear action plan. In longer emails, action items easily get lost. Writers casually mention them and they get buried in a sentence in the middle of the body, or forget to call them out at all, assuming that the action required implied. Form a list of each action, as well as the party responsible for carrying that action out and an expected date of completion, your readers will be instantly informed of what is expected of them, and better yet, you’ll have a historical point you can reference in the future to hold those parties accountable.

Proofread • In case, someone else is writing email for you, ensure its professionalism. If the mail is being sent to some superior or is a mass mail, take a minute or two before pressing send, apart from just using spell check on the mail.

• These rules help improve the coherence and practicality of users’ emails. As a result, your coworkers and clients will be satisfied, your productivity will skyrocket, and you’ll never again have to worry about that never-ending oscillation of questions and responses.

Thank You