10 Best Tips To Write Effective Emails
By: Gustavo Woltmann
Tags: Email Marketing, Copywriting, Email Marketing Tips, Gustavo Woltmann

Today, we communicate more and more via email. We use email communication to write something to friends, family, colleagues, or clients. Whoever the recipient of your email is, it is very important that you write your email effectively. As you know, by writing an effective email, you can save your time, other people’s time, and you can gain more trust and confidence from the other end.

Reply to email as soon as possible

More and more people are contacting each other through email. Even if they mention it directly or not, they expect quick responses. One of the Jupiter Research studies shows that 35% of customers expect a response within six hours, an additional 55% expect a response within 24 hours. Although many people focus on response time, content is just as important. The same study indicated that the lack of complete response (45%) will cause online customers to view a business negatively when considering future purchases.

Learn the art of writing an email

Poorly crafted emails will generate additional round-trip emails, which could be more time-consuming. Worse still, they can lead to unnecessary calls to your most expensive channel — your phone. And at that point, customers are sure to get angry and frustrated.

Here are some tips for writing email responses that are both complete and appropriate:

1. Format your answer so that it is easy to read on the screen. Do not write emails with very long sentences, which are long horizontally. Each line must be short. Ideally, write 5 to 6 words on each line only and no more.

2. Make sure the subject is concise and meaningful to the recipient not just generic

“Response from the marketing team” But also be careful that it doesn’t look like spam.

3. Have one topic per paragraph. Mention this separately with blank lines, so it’s easy to read and understand.

4. Be brief. Use as few words as possible to get your message across. More is not better when it’s about email. An email is not perceived as an electronic letter.

5. Use simple declarative sentences. Write for a third or fourth-grade audience, especially if you are creating templates that are sent automatically. You don’t know the educational level of your sender or the sender’s comfort level with the English language.

6. Be sensitive to the tone of the original email. If the sender is upset due to an error on your part, acknowledge the mistake. State clearly what you are doing to correct the situation.

7. Make sure you answer all the questions asked in the original query. A partial answer frustrates the sender and generates additional contacts. It also makes the company send the answer seem inept.

8. Make it clear what actions you will take next and when the writer can expect your next contact yours.

9. Don’t ask for an order number/case number or any old information that you remember and don’t just remember when one is included in the original email it sounds pretty basic, but sometimes people lose very obvious information in the mail electronic.

10. Don’t tell the sender to go to your website. Most times, they have already been to the website and couldn’t find the answers you were looking for. If you want them to go back on the website, provide a direct link to the exact information the reader needs.

Gustavo Woltmann.