How to write emails and always get a response?

Most of us receive dozens of emails every day, but how many of them do you really read and respond to? Surely, a large proportion of your mail goes directly into the spam folder without you even opening it, or just after you take a quick glance at the contents.

Why does it happen? How can you be sure that the letter you send to your client or partner will not go straight to trash? Most of the “wrong” emails have a lot in common. Avoiding these common mistakes will enable you to get through to the addressee and grab their attention.

Here are the most common email mistakes professionals tend to make.

1) Longreads

A good cold-calling letter should be easy to understand and quick to read (it should take no longer than 15-20 seconds). A long letter has a lower chance to be read till the end. Moreover, long emails mean one of two things – either the author of the letter is unprofessional or they do not value the recipient’s time. None of these scenarios is good, so make sure to keep it to the point.

“I didn’t have time to write a short letter, so I wrote a long one instead.”

― Mark Twain

Be prepared that writing a good email may take as long as an hour. Making the long story short is a real skill that requires a lot of effort.

2) Paragraphs

How do you use paragraphs in your emails? Some people prefer to avoid paragraphs altogether, saying that there is no use in dividing a short text. Others promote the idea of putting each new sentence in a separate paragraph. However, both these approaches could be confusing to the reader.

We advise you to follow the structure of the letter outlined below and put paragraphs where they are really needed (underline the question, the topic of the letter or the main message).

Email structure:

  • Greeting: even if you write a short email, include a greeting. If you know the name of the person, make sure to include it. Unless you are on the first-name basis with the person, call them by their title.
  • Who: briefly introduce yourself, your company or your project.
  • What: describe the purpose of the letter in a short sentence, say how the addressee can be useful for you, or how you can help each other. A few concise words can sound more professional than paragraphs of flowery language.
  • Provide details for making a decision;
  • Closing: use a suitable farewell phrase to finish the letter. E. g. Sincerely, Best regards, Best, All the best, Best wishes, etc.

Email structure

3) Professional language

Whenever you compose an email, make sure your message is perfect. Check spelling and grammar, then read and re-read your email before you send it. An error-free message tells the recipient that your email should be taken seriously.

4) Topic and keywords

Here is a simple tip that helps the recipient to tell spam letters from the real ones: put the relevant topic and keywords at the top of the letter, as it would help the person find your letter in the mailbox easily at any time.

To sum up, email is a great tool for various business purposes and it could be the right one for your job too. Be sure you avoid emailing mistakes described above and increase the quality of your messages.

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