Master your e-mails

Using AI nowadays to craft the perfect e-mail is so widespread that we're almost forgetting how hard it used to be to stare at a blank ''page''. While the use of technology in this way is - allegedly - making every outbox more effective and persuasive, how come we're still getting so many e-mails that suck?

The answer may lay in the basics.

Beat Regards!

This is a short guideline on crafting an email with consideration in mind; or a set of reminders that you should get yourself familiar with, even when you think it's common sense.

1. Get the basics right: Write all the names and addresses correctly. Use the simplest, most boring font. In black. Do not put in writing anything controversial or compromising (gossip, jokes, malicious opinions). Someone, somewhere, will get access to your work emails.

2. Write an appropriate subject line, as explicit as possible. Avoid titles such as "Prayers", ‘’One wish’’, “Promo”. You could, instead, make your subject  "Request for details, table + chairs offer". 

3. Always address your message with politeness and use honorific titles if appropriate. Even when your receiver is younger than you or generally casual, which you might have picked up in your research, it is still better to avoid being too informal, too early. If you are the one writing the first email in a potential business relationship, then most likely you want something from this person. And if you want something, then you have the obligation to show respect and courtesy, because you are, in a way, stepping into the unknown.  

   This also means - do not use emojis ( 😅), abbreviations (FYI), slang (’’Hey Fam!’’) or contractions (’’I’ll call ya later’’).

4. Your request / the reason for your reach should be in the first paragraph. This is following the examples of news articles, whereas the first paragraph is called a "lead": it should be concise, include an indication of who you are, perhaps your relationship with the receiver and your reasoning. You could add a disclaimer, such as ’’more details below’’ but from the first two rows of text, the receiver should know exactly the purpose of  the email. No embellishments. It can be as simple as ’’I’m reaching out to propose a meeting / to ask for an introduction / to invite you to this event.. ‘’. 

5. Offer as much valuable information as possible in the shortest amount of words possible. Get rid of the filler words. Add a presentation in PDF format if you think so much more needs to be said or shown or indicate that "reasons will be listed below". In the times of short attention span caused by scrolling and social media fighting for your attention, it will be much more difficult to engage with your receiver when you turn your emails into novels. 

   Nobody has time .. or capacity for this.

6. Add a signature with all your contact details so that people don't have to search through other emails or on Linkedin and waste time just to find your number, a correct address, or your postal code. 

7. Customise. For example: ’’Mr. Smith - I was just reading in this newspaper about your company / Congratulations on your new role! / I was just listening to your latest interview..’’. Nobody wants their inbox full of spam and mass marketing emails. Nobody bothers to even open them. When you add a personal note as to why you are reaching out to them, today, specifically, at least it shows you’ve made an effort. It offers a little legitimacy to your outreach, especially when everyone employs some sort of automation and bulk messaging tools. 

8. Start your phrases with “you” / “your company” instead of ‘’I do this / we sell this / my company does this’’. Translate what you are selling or proposing into a benefit for your receiver. Nobody cares or even understands the features of your product or your service unless they are offered a translation into what benefits them. Help them imagine a certain outcome for themselves and if they are interested to know more, they will tell you. No potential client of any product or service didn’t ask more questions about the how, the features, the hardware, the licenses, etc - once they understood the benefit for themselves.

9. When forwarding an e-mail, add details for your receiver, perhaps a summary of what should be in the history (especially on long email chains), perhaps a justification of why you are sending this to them or maybe a description of a particular related context. It can make a huge difference in the mood of your receiver and how long you have to wait for a feedback or having a particularly desired outcome. It is almost a selfish investment for you. 

10. Ask people how would they want to communicate. Some people want to text. Others would be horrified to get a message notification from you. Others would prefer to communicate solely by email. Everyone has a different communication style. Do not make assumptions about your receivers and the way they want to speak. Simply ask, “What’s the best way to stay in touch /give you updates /discuss X?” Whichever channel they pick, do your best to use it.

11. Master your attachments: indicate which documents should be be attached to the email, ideally in numerical bullet points. Any attached document should have a correct and explicit name that should match the numbered bullet point.

Example: Here is a list of the attached documents:

1. Agreement draft _ company name

2. Order form draft _ company name

3. Final proposal - official _ company name

And then make sure that each of your documents has the exact title, including the number. #finishingtouches. It shows you / your company are organised, considerate and know what you are doing.

I know you think you know all of these but are you really being considerate with every e-mail you send?