Some business owners stress themselves out before sending an email. This is because there is something that feels monumental about sending an email that you don’t always get with other forms of communication. For non-native English speakers, this task can seem even more daunting.
Here are some helpful tips that could help improve the overall quality of the content in your emails, no matter your perspective. These practices are just simple strategies that you could incorporate into your writing, and you should be able to confidently send emails to any client you wish.
1. Have a compelling subject line.
Subject lines can make or break your email’s success. Oftentimes, it is the deciding factor on whether someone will open your email. Therefore, it should be descriptive, specific, and should tell you that this is an introduction. Subject lines are also important if you are reaching out to someone for the first time because they don’t know who you are and will definitely judge you from the subject line.
Be clear, direct, and describe the content of your email in your subject line. Don’t be afraid to take up space.
2. Start with an appropriate greeting.
To kick off the email, you should begin with an appropriate greeting. There are two components to the greeting: the salutation and opening sentence.
For the proper salutation, it actually depends on the situation. For formal emails, it would be better to start off with “Dear [x]”.
If you are sending an email to someone you know, or work in a casual environment, then you can use “Hi [x]” or “Hello [x]”.
One thing to note is to avoid using gendered and non-inclusive terms like “Hi guys” in your salutation.
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3. Have a strong attention grabber.
Once you have figured out the salutation for your email, it is now time to start your email.
The opening sentence will determine whether your email is read until the end. If it is an introduction, you can open with something you know will interest your recipient. You may need to do a little research on their social media profiles so you can build rapport and show that you are not sending a generic email to multiple people.
For people you know, this is not necessary. You can still establish some kind of context so that they know what’s happening.
4. Keep your message short and concise.
People spend a lot of time reading emails. Because of this, many people simply scan emails to get the essence of the message and move on with their day. That is why you should keep your paragraphs short and concise. Add bullet points if possible and use visuals to break up the text. You need to keep in mind the main takeaway from your email and include a call to action if need be.
5. Be consistent with your font.
If you use different type of fonts in your emails, it will look like a scam.
Emails can be fun like adding images, GIFs, and colors. However, playing with fonts is not an option. This is because having several fonts with different font sizes, along with different colors can be a bit overwhelming. The recipient will get distracted by all these elements fighting for attention.
One tule of thumb: Stick to one font. If you want to use a secondary one, use it sparingly. Follow the same rule for color.
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