10 Best Tips To Write Effective Emails



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:

1. 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.

2. 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.

3. Have one subject per paragraph. Mention this separately by blank lines, so that its easy to​ read and understand.

4. 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.

5. 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.

6. 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.

7. 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.

8. Make it​ clear what actions you will be taking next and when the writer can expect the
next contact from you.


9. 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.

10. 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.
For more information visit on: http://www.infotrex.com





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