The Best Way to Write an Effective Email

You probably get a million emails a day; your clients and prospects do too. So how do you make sure you stand out in your recipients’ inboxes?

Email is a great method of communication because almost everyone has an account and it’s a way to instantly communicate with anyone, anywhere. Yet, electronic communications can be pretty unclear sometimes.

Despite how powerful email communication is, you can never be 100% sure how your message will be interpreted on the other end of the conversation. To set yourself up for success before clicking “send”, check out some of the tips we’ve gathered to help your emails stay efficient and effective!

Tip 1: When to Use Email

Despite all the benefits email has to offer, sometimes it isn’t the best way to communicate. For instance, negotiating or closing a deal is always best done in person, but you can still use email in other ways to strengthen your interaction.

Don’t have the big conversations online but send a follow-up message to recap your conversation to make sure you’re both on the same page. This can include requesting and confirming information, sending follow-up questions, or thanking someone for their time.

Tip 2: Write an Initial E-mail

As stated, everyone’s inbox is full of messages. Why add more work to the plate of a colleague or client if you don’t have to? No one has time to read a novel, but your recipient will gladly read a brief message that’s short, sweet and to the point. Narrow your questions down to what’s important and trim your email so that it’s easier to read and respond to. You’ll be more likely to get a quicker response this way!

Tip 3: Analyze Your Tone

One way to be effective through email is to remember the external and internal factors facing the person you’re talking to. Even though this is a one-way discussion with you leading, treat it as though it’s an interactive, two-person conversation. When writing your message, think of how they may react and edit your text to better suit their perception. Even if you’ve never met the recipient before, put yourself in their shoes and consider how you would feel receiving the message. When delivering difficult news, adding phrases like “I’m sorry” may soften the message and show empathy to substitute for the lack of body language you would have in a traditional conversation.

Tip 4: Utilize the Little Things

What you might think is insignificant parts of the process, such as subject lines or your email signature, can make all the difference in the outcome of your message. Make sure this information is attention-grabbing and accurate, as it could determine if you receive a response or even if your email gets opened or deleted.

Want to learn more about how we can help you secure more business? Visit the Contact Us portion of our website to send us a message and we will promptly get back to you with a response!

TruChoice Financial Group, LLC is not affiliated with Help a Reporter Out nor do we guarantee their compliance with applicable state or insurance advertising regulations.

TC19169 (05/19) Designed for Financial Professionals.

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