The use of email is essential when communicating in today’s business culture. Show customers, suppliers and potential clients that you take yourself and your business seriously, by creating professional looking e-mails. Follow these simple, yet highly effective, strategies to convert the customer, close the sale, build your brand and grow your business.
1. Create a custom email address for your business
Show you mean business with a properly formulated email address. Using your personal email address to send a business message can make you look unprofessional. Communicate the value your company has to offer, by using a custom email address such as firstname.lastname@example.org.
2. Double-check your Cc: and Bcc: lines
When emailing multiple recipients who don’t know each other, don’t use the To: or Cc: lines. All the addresses will be visible to all the recipients, and if anyone replies to all, it can annoy or anger everyone you emailed. By using the Bcc: line instead, no one will be able to reply to all or see each other’s addresses.
3. Do the To: line last
While busy crafting your message, it is easy to hit the wrong key and send the message before finishing. Only add receiving contacts in the To: line when you know your e-mail is ready to be sent.
4. Write smart subject lines
The subject line is one of the most important elements of an email. If it doesn’t give a clear reason to click it may never be read. Also never keep the space blank – readers want to be sure it is safe to open the e-mail. Keep the subject focused and personal, and show the value or urgency of reading your email.
5. Organize with spacing and bullets
Don’t clump information into long paragraphs. Instead, write in clear points – using plain language – and make them stand out with paragraph breaks and bullets so your message is easy to read and understand.
6. Include a clear next step
Include call to actions with clear next steps. Whether you want readers to follow a link, call a number, reply to your email or something else, state it clearly and make it easy to follow through.
7. Add a signature with a logo
A signature is a subtle yet potent opportunity to build your brand with every email you or your employees send. It can include all your contact details, and also some visual interest in the form of a company logo and even monthly specials.
Spellcheck will only get you so far. Don’t just proofread for spelling and grammar, check that your tone is appropriate for the subject matter. Be careful of jokes, as it can easily be misunderstood. And check for one of the most common email errors – referring to an attachment, but forgetting to include one.