Emails make business communication quick and easy… sometimes. Email can lead to misunderstandings and some times it would be quicker to simply pick up the phone rather than send a dozen emails back and forth. How to write effective business emails is not something that all entrepreneurs understand how to do.
In the written word — whether text or email — there is no body language or nuance. What seems funny and may be funny when you’re face-to-face may not translate in the written word. In the business world, that is certainly something to consider.
How To Write Effective Business Emails
Use clear subject lines and calls to action. Go for a clear email subject AND note whether it requires a reply or if it is for informational purposes only. The subject line should be to the point.
Use proper greetings. Depending on the formality or informality of the email message, address it appropriately — Dear John or Dear Mr. Smith, or simply, John. you should understand the nuances of whom you’re writing to. When in doubt be more formal until invited to be less formal.
Keep the email short and full of purpose. Don’t ramble. If you need something from the individual to whom you’re writing ask for it and let them know the time frame in which you will need it.
Be positive. If you need to have a tough conversation with an individual — do not do it through email. Also, critical emails may come back to bite you in the behind at some point in the future.
Close the email with another call to action: call me if you want, looking forward to hearing from you, I’ll get back in touch next week.
Do not use text shortcuts in emails — when you write a business email, you’re not likely writing to a peer or a family member. Leave the “TU” and the “BL8” out of your business correspondence.
Don’t send an email without first proofreading it and making certain it is going to the correct individual. How cognizant are you of the email you send and your email etiquette?
The last thing a business owner wants to do is to trick the subscribers to his or her newsletter. If you have been invited into an inbox, you need to know how to deliver on the promise of your newsletter. Remember, your subscribers can just as easily delete and unsubscribe as they subscribed.
It is your lead magnet that is helping you grow your newsletter subscriber list. What was the lead magnet about? What does your newsletter sign up form have on it? Did you promise to be in their inbox once a month? If that’s the case, then don’t start sending weekly emails. That will earn you an unsubscribe before you know it!
How To Deliver On The Promise Of Your Newsletter
Because time is precious and inbox real estate is precious you want to honor the privilege you have been given when a subscriber opens the virtual door and welcomes you in. Sure, it could be your lead magnet that originally drew them in — and that is its purpose — but you want to continue to build on the promise of the lead magnet and you want to remain in that inbox.
Here are ways to deliver on your email promise:
Stick to the publishing frequency you promised during the initial sign up. If you decide to change the frequency, let your subscribers know prior to the change being made.
Your headline should deliver on the promise of the newsletter content. Don’t use a “leading headline” — You Won’t Believe The Secret To Longevity… and it’s right in your cupboard!” then write a newsletter about how to clean a swimming pool. That is pure click bait and you will see a plethora of unsubscribes — and rightly so.
Never add people to your email subscriber list without their permission. Your email provider will prompt you to answer whether you have permission to email the people you’re uploading — if you say “yes” then have a lot of complaints or unsubscribes, your email account could be shut down.
If you have offered to show your subscriber, “how to grow your email list in five easy steps,” you need to deliver on that promise. don’t give one step a week for five weeks.
Always have a call to action (CTA). Don’t leave the reader without a clear course of action. What do you want them to do? Call you? Schedule an appointment? Comment? Determine what you want then add a CTA in each newsletter. Your calls to action don’t have to be the same for each newsletter.
Are you sending out a newsletter? What is your open rate? What is your click through rate? Do you have an effective lead magnet? If you’re not sure, let us know. We can help!
How many blog posts have you written, or had written, for your blog? Are you seeing conversions from the blogging? Are your numbers going up and showing a higher time on site rank? Are readers clicking through, buying your project, reacting to your calls to action? We have tips on how to build an effective business blog — we have some things you should do, and mistakes to avoid.
Blogging isn’t a new-wave thing. Blogging is here to stay and can help amp up your authority in your business niche.
Here are blog steps to take:
Post frequently and consistently. Choose how often you will post, and on which days, then stick with it.
Use searchable headlines.
Make sure you know what your keywords are and use them strategically. Don’t keyword stuff, but use those keywords and key phrases for which you want to rank and use them.
Use images and graphics in your blog posts. Readers have short attention spans so use images to highlight the text and use bullet points, subheads and numbered lists to make the content skimmable.
Proofread your content before it goes live.
Share your content in your newsletter and on social media.
Here are blogging mistakes you will want to avoid.
Not being consistent in your posting.
Posting about topics that don’t relate to your business. Don’t jump on a trending topic if it has nothing to do with your business.
Make sure your blog posts and your website are pleasing to the eye.
Make sure your blog and website are mobile-friendly.
Don’t write a blog post that is 2,000 words long if what you’re saying could be said in 300 words. A lengthy post is all right, if it sticks to topic and if it is all relevant information. Your blog post should be at least 300 words in order to rank on Google, though.
Give your blog posts a once over or ask a trusted colleague to look at them and see if you’re on topic, relevant, readable and are consistent enough in your posting.
When you’re talking to your potential clients, to current clients or even to your family are they hearing what you have to say? Are you listening to what they are telling you? You need to know how to communicate more effectively if you want to succeed in life and in business!
Every one of us talks every day, but what are we saying? Who is listening and what message is getting through? As an entrepreneur, these are things you need to think about in order to move forward effectively.
How To Communicate More Effectively
Take some time and really think about how you’re communicating then take steps to make your conversations more powerful and meaningful.
What is the person’s problem? Before you jump in with the solution you offer, take time to listen and see if your solution will address their problem. It may not. You can create common ground when you listen first and talk later. The person you’re speaking with wants to be heard and wants to tell you what their pain point is. If you do have a solution, offer it after they’ve had the chance to talk.
Meet your clients where they are right now, but help them imagine where they could be with your help. What would their future look like after you’ve offered a solution? If they are mired in the minor details they may not see the light at the end of the proverbial tunnel. Show them that light and let them know you care and can help.
When you’re talking with someone or writing a blog post or newsletter, fous on “you” not “them” or “they.” When you use the pronoun, “you” it will cut to the heart of the person who’s reading your article and they may be able to see themselves in the pain point or in the solution you’re providing. Writing to “you” makes the words more personal and immediate.
When you’re talking with people are you truly talking to or with them or are you talking at or over them? Pay attention to your communication style and see what might need to change in your communication methods.
