Have you ever come across an email that impressed you outright? Read one so perfect that it brought a smile to your face? But have you ever wondered what it takes to make an email so perfect? And, what if YOU could write engaging & exceptional emails every time?
This article can help with some actionable insights, tantalizing templates, and powerful phrases on writing emails. So read on to enlighten yourself.
Email Templates & Instructions That Work Every Time!
Excellent emails boast several unique features that make them better.
- A Compelling Subject Line
Did you know that subject lines may make or break your email’s success?
Subject lines are one of the first things your readers notice. And it’s often the deciding factor regarding whether someone will open your mail or not. But, on the other hand, if the subject line is confusing, misleading or does not grab the eye, there is a high chance your readers will skip it.
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Subject lines become exceptionally important when you are reaching out to someone new. And, even you know the person, a superb subject is appreciated by one & all. So, here are some tips for writing a great one.
- Be clear, direct, and concise. You should not and cannot overindulge.
- Don’t be afraid to take up the whole subject line.
- Here are some excellent examples:
- Request for [….]
- [Reminder] Consumer Survey| Will Take 2 Minutes
- [Name] suggested I reach out to you
- “We have something great for you!”
- Tell Us What You Think!
- Flat $20 OFF! Check Out Our Line-up!
- Avoid writing misleading and deceptive stuff such as URGENT, FWD: LIMITED OFFER, HURRY, CLICK NOW!
Remember, you want your emails to evoke excitement, not irritation, frustration, or anger.
- Clear But Engaging
Writing an engaging email is not just about connecting with your audience; it is also about saving time. Crafting emails that work at one go can shave off hours from your work routine. In addition, a single mail that gets the job done saves you from crafting new ones for the same purpose or talking about the subject again.
Here’s a snippet à
After checking all my activities, here is my plan for the upcoming week. Let me know if I need to re-prioritize.
Planned activities through the week:
- Complete the charter for Project A
- Finish last week’s financial analysis report
- Brainstorm and meet about Project A on Wednesday
- Coordinate activities for financial closing
- Research on Project B with our teams
Let me know if you have anything to say. Thank You!
Clarity in intent and presentation is the first thing that catches the eye. The writer states their weekly schedule, enabling the reader to understand everything clearly.
The overall idea is quite simple. Be lucid & direct about your intentions. The above email snippet showcases the writer’s organized & responsible attitude in a clear cut manner and informs & impresses the reader in every way.
- Emphatic But Endearing
It is always difficult to say no outright. While sending a negative reply via mail, one must ensure that they do not come across as rude or condescending. Instead, one must be endearing and be emphatic about convincing the recipient about your reason.
Here’s an effective way to say no through your emails.
Thanks for considering me as a guest contributor on your site. I am grateful that you took the time to send me a mail regarding the same. Unfortunately, I do not think I will be able to work as you intend me to do.
I have received numerous requests in a short period—too many for me to attend. Time has become a significant constraint, and I have already committed to other endeavours prior.
Kindly pardon me, and I wish you & your business all the best in the future. If you want to, do connect with me later, as I would love to work for you when my schedule clears.
You may probably end up rejecting many via emails. Having a favourite “thanks but no thanks” snippet that sounds kind & appreciative but says no empathically works best.
- Short & Concise
Managers, supervisors, decision-makers, people in power—go through hundreds of emails throughout the day. Yet, nothing stops them from skipping your mail if it frustrates them.
Many people scan & skim emails to get the gist of the message. Optimize your emails for fast readability by:
- Keeping your paragraphs short and structured
- Adding bullet points
- Using images and visuals to break the monotony
- Adding exciting stats and info that catch the eye
And while it may seem tempting to say everything in one email, do not. Instead, when there’s more to talk about, it’s best to do so directly or via phone call.
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Emails need to have a crucial takeaway and, in most cases, a specific action intended for the recipient. Nothing more.
- A Strong Attention Grabber
Just like the subject line determines whether your mail will be opened or not, the starting sentences decide whether it will be read till the end.
- Start your mail with proper salutations. Then add something that grabs their attention right away.
- Do some research about your recipient to understand what might or might not work. For example, check out their social media profiles, what they tweeted, activities on LinkedIn or Facebook, their blogs, etc.
This showcases your genuine interest and your intent to build a rapport.
- Add info that makes it unique. Establish a context that should be in line with the mail’s purpose.
- Grab their attention and get to the point fast. The faster you tell them why you mailed, the better you engage with them.
- Avoid cliches.
- Edit and proofread the whole thing to perfection.
- Set Boundaries
For your emails to work, they need to look confident and convincing. Stating your priorities and setting your boundaries are the best ways. This will prevent you from being hankered or pestered with multiple emails.
Here are some lines to help you set better boundaries politely.
- Deferral à“I got too much on my plate right now, but feel free to follow up.”
- Referral à“I am not the right guy for this, but here’s someone who can do it great.”
- Triage à“Please meet my PA, who will then set up a meeting.”
- The Batch à“Others have the same question, so let’s chat together.”
- The Relational Way à“If I helped you, I would let the others down.”
There are many ways to set your boundaries convincingly. However, always remember to be assertive & confident without sounding rude, dismissive, or overbearing.
We leave you with some magic words and powerful replies to your emails as we wrap up.
Powerful Phrases For Potent Emails!
- “I would like to help you with this!”
- “I can fix this for you.”
- “Let me look into this for you!”
- “Let me get back to you shortly!”
- “I’ll keep you updated.”
- “Do tell us when we can get in touch with you.”
- “I will connect with you at the earliest.”
- “Thanks for your open and honest feedback.”
- “We appreciate your help with this incident- we will make sure this does not happen again.”
- “If there is anything else, do let us know.”
- “Do connect with us for any further assistance.”
And with that, we wrap up this write-up. Hope all the info in this content helps you write pitch-perfect emails for every occasion. If you need further help, it is best to seek assistance from professional writers of reputed write my assignment services.
All the best!
Author-Bio: Samuel Costas is a marketing professional with a reputed digital marketing giant in Canberra, Australia. He is also a part-time tutor & writer with Myassignmenthelp.com, a leading term paper help service.