Have you ever tried reading all the emails in lying in your Junk/spam folder? Have you ever wondered why do those emails come under the category of Spam? Well, I am sure you don’t want that to happen to your emails, the emails you write expecting the receiver to read but instead it gets tagged a spam.
Electronic communication is the foremost tool of communication and business in today’s scenario. It is very important to know how to write a well scripted, professional email, similar to how necessary it is to know proper written and spoken English.
For this very reason, many e-mails containing important information are overlooked because of an inappropriate subject line, an unfriendly acknowledgement, or dull, rambling paragraphs, among other things. When important e-mails are missed, miscommunication follows and business or productivity suffers.
So, here are few indispensable tips to script your emails smartly:
1. Powerful Subject Line:
A powerful subject line, which is not misleading, is very important; your heading/subject line should be in sync with the content of your email. Always keep in mind that your subject line should be plain and simple but at the same time it should be able to grab attention, because a loud subject line can make your email look like a spam mail.
Your aim is not to sell them any product or service neither to amuse them with, but to get them to open your email.
2. Personalized Emails:
It is always nice to know that the person who is sending you mails or letters know your name, unconsciously it makes you feel a little important and special. Hence, avoid sending mails that does not state the receivers’ name, get their name and address, RIGHT!
3. Clean Content:
When I say clean content, I mean a well written, concise and to the point content. No one is interested to read paragraphs after paragraphs when they open a mail, hence follow the five sentence rule. This saves yours as well as the receiver’s time.
4. Summarize on your attachments:
If your sending an attachment along with your email, see to it that you give your receiver a gist on what is the attachment all about. The attachments that are not backed up with a small summary are usually overlooked by the readers.
5. Font size and grammar:
The two very essential points for a readable content are the font size and the grammar that you have used in your email. You definitely don’t want to follow the spammer’s footsteps by writing emails with ‘n’ number of grammatical errors and the font size that hurts the eyes of your reader.
6. Specific call to action:
Emails are not novels or opinion pieces, therefore never leave the ending of your email open ended. “Please respond to our call” or “we are waiting”, these phrases sound pretty formless and desperate. Be specific with your deadlines and mention what you are expecting out of your readers.
7. Include a Signature line:
“E-mail trails can go on for days when you include a full signature with every reply.” A proper signature line will include the name, title, address, phone number, fax and disclaimers. Without the signature line there is no doubt that your email will get tagged as spam.
8. Never be Offensive:
Avoid using profane language in your email as it is not tolerated in the same manner by al the receivers-ethnic barbs, vulgar translation, etc. Never throw anyone under the bus by e-mail, that is, don’t put criticisms in writing.
9. Send your Emails to only the intended recipient (s) and double check:
Don’t be careless with the email addresses that you have, make sure that you send the email to the correct recipient. Also recheck your content, for any errors be it spelling, grammar or other details. Remember that once the message is out there, it may be made public, deliberately or accidentally, that’s why review it correctly.
As the say goes, you never get a second chance to make a good first impression. Therefore, keep these points in mind if you want to make a lasting impression in the minds of the receivers. Create an email that is readable, because you don’t want your email to be categorized with other accusatory or nasty emails.