There could not be worse than writing a mail which gets responded. Think about the service or product you are offering and it goes off unheard. Will make you feel bad, right? Well, the problem is how you write your mail.
We live in a social media world today where people are most active on. They go through tons of content pieces in the news feed and access to emails only if they receive something important. Hence you need to send them an email which is actually reacted upon.
The whole point of email – for the most part – is to communicate quickly and effectively. Those two points are consistently overlooked. It has been noticed that when someone does send a bad email it’s either
- way too long
- has no point.
So, the question is how do we write that kind of email?
KEEP IT SHORT & SWEET
Listen, when you’re sending an email, I get it. You want to say everything. But, please don’t. Especially if you’re emailing someone for the first time. Keep emails anywhere between 3 to 5 sentences. Anything else is torture, cruel and unusual punishment and if you ask me, just totally uncalled for. Here’s an example of an email I send out when inquiring for freelance writing work:
Not necessarily that you send an email and you tell them everything, nobody likes to see those emails which are way too long. They don’t have the time or they will just scroll down. Not more than 5 sentences which are complete to the point. Anything more than that could be a nuisance.
BREAK IT DOWN
Even with an email being 3 to 7 sentences long, depending on how long the sentences are, it can still get a bit lengthy. Break up your sentences so your email isn’t some overwhelming paragraph. Also, look over your sentences and edit them to be shorter and have more clarity. And try your best not to repeat the same info in various sentences.
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GET STRAIGHT TO THE POINT & BE SPECIFIC
What is the point of sending this email?!
That is the question you should always ask yourself before sending an email. So important. And if you can’t answer that question, you should not be sending an email. If you clearly don’t state the purpose of the email, you better don’t send it, because it will be trashed.
We sometimes add compliments and small talk. There’s nothing wrong with a compliment if it’s short, sweet and doesn’t take up more than a sentence. That’s it. Keep the email going and most importantly, direct.
WHAT IS THE SUBJECT LINE?
Well, often while sending emails, you should first think about the subject line. Often when we book our flight tickets we get a confirmation mail from the airline company about the time and flight no. Similarly, you should be sending an email that interest the person to open it. For example, if you are SEO services, write, “Your Website Ranking Is Going Down”, yeah, it depends on who is receiving the mail. So you should know who to send, that database you can get from your sources.
So here we conclude the write-up, was it useful?