Email plays a vital role in the internal corporate communication systems of your organization. Your email correspondences with your co-workers can directly affect your current standing and future potential at the workplace. Emails that hit the sweet spots of your target recipients can most often than not generate positive results for you and the team or department that you represent.
On the contrary, sending poorly crafted emails usually tend to reflect your business ideals, professionalism and overall work ethics in the eyes of your superiors and co-workers under a bad light. Plus, you can even negatively affect the standing of your team when you fail in this regard.
This also applies to the results of your direct marketing campaigns, client management and customer support initiatives. Sending well-crafted emails can help you sign up more subscribers, convert more customers into repeat buyers and close large B2B (business to business) contracts with major corporations. By always ensuring that you write your emails for the best results possible, you’ll even be able to convert your existing clients and customers into viral marketers who can drive more business your way.
To help you avoid the worst things that you could possibly do with your business emails, found below are some tips on what not to do when writing emails for both your internal corporate communications and direct marketing or customer and client support campaigns. Just keep these things in mind while you write business emails, and you’ll notice some considerable benefits along the way.
Top 3 Don’ts When Writing Business Emails
- Don’t sound like you’re just an automated email program. Also avoid coming across as someone who just uses an email template and throws it out to as many recipients in as little time as possible. There are good reasons why almost all of us hate spam, and those are just some of the primary ones.
- Don’t come across as an impolite, arrogant snob. This is true on all levels, from writing emails for your subordinates to answering customer support inquiries and client management report requests. Remember, you’re trying to build a solid reputation not just for yourself, but also for the team, department or company that you represent each time you send a business email. Everybody likes courteous experts anyway, so try your best to always sound as friendly and helpful as possible whenever you write an email.
- Don’t focus on writing about yourself, your achievements and successes or on all the good things that your company has done. Remember, it’s all about your recipients. What they need and what can benefit them should be your priorities. Imagine people who talk about themselves at parties and the like – Almost nobody wants to spend a lot of time with them, right? The key here is, in subtle ways, to relate their concerns, questions and inquiries to helpful answers that are most relevant to the solutions that you can offer. You’ll even sound like a friendly expert when you do this, especially since many of your recipients would most likely ask for more details from you when you do this right, which would be the right time to implement effective soft-sell tactics.
Another thing is to try and integrate effective A. I. D. A. principles into your business emails whenever necessary. That’s A for Attention, I for Interest, D for Desire and A for Action. This is a long standing technique that has withstood the test of time, and for good reason – It continues to produce mind-blowing results when done right.
So, practice writing emails that can grab their attention with captivating subject lines. Make it a point to entice your recipients to keep on reading your emails by giving them interesting stuff that’s related to their main concerns, questions and inquiries. Try to paint a clearer picture in their minds that can help them visualize and completely understand the ideal solution for their concerns through a stunning presentation of ah-ha ideas, interesting facts and useful pieces of advice. Remind them about the actionable advice that they should do to benefit from all the things you offered.
Have other tips and tactics that you want to share? Perhaps you have questions about the things above? Comment them below!