10 Best Tips to Write Effective Emails
Computers & Technology → Email
- Author Ankur Patel
- Published June 20, 2008
- Word count 565
Hello Reader,
Nowadays, we communicate more and more through email. We use Email communication to write something to friends, relatives, colleagues or clients. Whoever the recipient of your email, it is becoming very important that you write email effectively. As you know, by writing effective email, you can save your time, other person’s time and you can win more trust & confidence from the other end.
Give Reply of Email As soon as Possible
More and more people contact each other through email. Even if they mention directly or not, they expect prompt responses. One of the study by Jupiter Research indicates that 35% of customers expect a reply within six hours, an additional 55% expect a response within 24 hours. Though many people focus on response time, content is just as important. The same study indicated that lack of a thorough response (45%) will cause on-line customers to view a company negatively when considering future purchases.
Learn the art of writing Email
Poorly crafted emails will generate additional emails back & forth, which potentially eating up more of your time. Worse, they can drive unnecessary calls to your most costly channel – your phone. And at that point, customers are bound to be angry and frustrated.
Here are some tips for writing email responses that are both thorough and appropriate:
-
Format your response so that it’s easy to read on a screen. Do not write email using very long sentences, which are lengthy horizontally. Each line must be short. Ideally, write 5-6 words in each line only and not more than that.
-
Make sure the subject line is concise and meaningful to the recipient…not just a generic "Response from Marketing Team" But also be careful that it doesn’t look like spam.
-
Have one subject per paragraph. Mention this separately by blank lines, so that its easy to read and understand.
-
Be brief. Use as few words as possible to convey your message. More is not better when it comes to email. An email is not perceived as an electronic letter.
-
Use simple, declarative sentences. Write for a third or fourth grade audience, particularly if you’re creating templates that are sent automatically. You do not know the education level of your sender or the sender’s level of comfort with the English language.
-
Be sensitive to the tone of the original email. If the sender is upset because of an error on your part, acknowledge the error. Clearly state what you are doing to correct the situation.
-
Make sure you answer all the questions posed in the original inquiry. A partial answer frustrates the sender and results in additional contacts. It also makes the company sending the response look inept.
-
Make it clear what actions you will be taking next and when the writer can expect the next contact from you.
-
Don’t ask for an order number/case number or any old information which you remember out of your mind only when one is included in the original email…sounds pretty basic, but sometimes people miss very obvious info in email.
-
Don’t just tell the sender to go to your web site. In many cases, they have already been to the web site and couldn’t find the answers they were looking for. If you want them to go back to the web site, provide a direct link to the exact information the reader needs.
Author Biography: I'm your host-Ankur Patel-your outsourcing partner based in India. For my day job, I run Infotrex Services(Managing Information 4 U) - [http://www.infotrex.com](http://www.infotrex.com/) and work with a small team of smart developers for supporting clients based in USA, Canada, UK, Italy, Ireland, Australia etc. We help all clients to succeed in their online business by SEO(Internet marketing), online support & intelligent Web application solutions.
Article source: https://articlebiz.comRate article
Article comments
There are no posted comments.
Related articles
- Writing Engaging Email Newsletters!
- Proton Mail In Vivaldi Email
- Email Deployment
- Squarespace email campaigns vs Mailchimp
- Squarespace email campaigns vs Mailchimp
- Email Extractor from CSV
- How to download Gmail email content into a CSV file.
- Is email marketing legit?
- Mastering Lead Generation in 2024 Techniques to Attract More Customers
- Technology and gadgets
- Navigating the Cybersecurity Landscape: A Comprehensive Guide for Businesses
- Improving Email Deliverability: Best Practices and Tips
- Boost Your Business's Credibility with a Custom Domain Email
- 10 Benefits of Temporary Email and Why You Should be Using
- 10 Crіtісаl Rеаѕоnѕ Whу Yоur Buѕіnеѕѕ Needs Emаіl Mаrkеtіng
- Managing Your In-House Email with MDaemon Messaging Server
- How do I connect with AOL Customer Support? | +1 8885154600
- Optimize and protect your business email workflows
- 5 Quick Tips to Resolve POGO Games Not working and Sign in issue
- How to Earn Money from Email Marketing. Email Marketing for Beginners:
- How to Make Custom Personal Or Business Mail Logos?
- Best Gmail Backup Tool Review
- Powerful business email with MDaemon Messaging Server
- Email Marketing By Spoken Communication
- MDaemon Messaging Server - a business email server for Windows
- How to Reinstall AOL Desktop Gold
- Avaya Users Email List - Avaya Users Mailing Data - B2B Technology Lists
- Autodesk Users Email List - Buy AutoDesk User List - B2B Technology Lists
- Actuate Users Email List - Actuate Users Mailing List - B2B Technology Lists
- Email etiquette nightmares we could all do without