The Do’s and Don’ts of Email
If you are human, which I’m certain you are, then I’m 99% sure that at some point in your life you’ve written an email. Whether it’s been for work, for your dating life or trying to find work, emails have been a huge form of communication since the AOL days. In fact, 300.4 billion emails were sent and received in 2020 alone. So that tells us the magnitude of using it as a means to communicate. Like anything else, there’s an art to writing an email and many of us have had those moments of hitting “send” and immediately regretting it. Here are some of the Do’s and Don’ts of writing emails.
DO: Proofread – A lot can be said about a person who doesn’t take the time to proofread their emails for any typos or sentences that don’t make sense. It makes you look like you lack attention to detail, which for a client can be a huge turn-off. So, take 10-15 seconds to skim your emails before sending them and clean up any miscues.
DONT: Email when Angry – tensions can flare and egos can clash in the marketing world. Maybe you’re dealing with a client from hell. But one of the worst things you can do is email when angry. Such as shopping when hungry, you end up buying things you don’t need, when you email while angry you may say something you don’t mean and whatever issue you’re trying to resolve will end up getting worse. So, if you notice yourself getting angry, give yourself up to 24 hours and come back to the email once you’ve calmed down.
DO: Keep it Simple – Reading and Responding to emails is perhaps one of the most monotonous and annoying tasks of many people’s work lives. So, keep your emails to a minimum and get to the point. Avoid writing out long diatribes about whatever it is you need or are asking about. If you’re able to keep it simple you’ll have a higher chance at a faster response rate.
DONT: Be Annoying with Follow-Ups – One of the worst things you can do is get trigger happy when following up. Especially when trying to land a potential client. You may think it comes off as you fighting for their business but in reality, it’s just annoying and you should stop doing it. Ideally you want to follow up a maximum of six times post initial meeting. So, if it’s 2x a week for the month then do it that way. But after 6 tries it’s safe to assume they aren’t interested.
DO: Be Descriptive in the Subject Line – People get flooded with emails every day from other business ventures, family, the Hulu subscription they forgot to cancel or the Nigerian Prince ready to send them 10 million dollars. So, make sure to be descriptive in the Subject line so that your email can stand out and they know the contents of the email before opening. For example, if you are needing some documents then the subject line can read, “Documents Needed for ____)” instead of “Follow Up”.
DONT: Use Exclamation Marks Excessively – I’m not sure why but many times when speaking to someone you just met there’s a tendency to use exclamation marks at the end of every sentence in order to convey excitement but it’s just weird and also a spam trigger. Meaning emails with tons of exclamation marks are more likely to end up in the spam folder.
Those are some of the few things you’ll want to keep in mind when mastering the art of emailing. Now, it’s time to respond to some emails!