6 Tips for Writing Perfect Emails

6 Tips for Writing Perfect Emails

Sometimes it’s a matter of luck whether or not your emails get opened. But it takes a lot more than luck to entice a recipient to read your message. It requires well-crafted content that conveys the right tone, provides meaningful context and promotes desirable benefits. And that can seem impossible, especially if you’re not a trained writer.

So, what’s the secret? How do you write the perfect email?

Simple. When writing emails, you have to make it easy for your reader to say yes. The easier it is, the more likely you’ll get a yes right away.

The next time you need to write a perfect email, use these tips:

  1. Build rapport. Because you don’t know what your reader is going through at the moment they receive your message, begin with a courtesy phrase like “I hope all is well.”
  2. Establish credibility. Validate what you have to offer. In other words, use “proof points” to document your strengths—e.g., how you create revenue streams, lower costs or boost sales. They’ll keep readers hanging on your every word.
  3. Keep it brief. To maximize the effectiveness of an email, keep it short and simple. Use bullet points and remove all unnecessary words.
  4. Check your grammar and spelling. Weed out mistakes in the drafting process. Errors reflect laziness on your part, which shows a lack of respect for the reader.
  5. Be objective. Avoid emotionally charged words and phrases like “ramifications,” “inferior,” “irritated,” “shocking,” “love/hate,” “ax to grind,” or “in the hot seat.” They can trigger negative emotions in your reader and cause them to shut down.
  6. Include a call-to-action. Make your ask and keep it to one request. To book a one-on-one meeting write, “Let’s get something on the calendar.” To secure a phone conversation write, “I’ll give you a call at 8 a.m. tomorrow to discuss the project.”

Before you act . . .

Take time to write a draft and proofread. And, when possible, have someone else read it. Remember, you’re not just sending an email—you’re using a powerful tool to get results.

For even more tips like these, check out my newly improved email-writing tutorial, SmartMail.

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Melissa DeLayRead all author posts