Have you ever spent half an hour creating an important email to a client only to have them send a short reply that only answers one of your many questions?

Email seems to be the most preferred way of contact these days. As a result, people are inundated with emails. The average office worker receives around 80 emails every day, so it is highly likely they are not taking the time to closely read each message that comes into their inbox.

Let’s take a step back and make sure you are sending out effective emails to your clients.

Write a compelling subject line

Obviously the first place to start is your subject line. Use this line to make the email recipient aware that you need something from them.  Consider using desired actions as your subject, rather than subject matter. So, instead of “Meeting Notes” use “Need Action Please”. That way they know right away that you need something from them, and they may pay closer attention to the email.

Personalize your email

Don’t forget to personalize your emails. Make the recipient feel as though you really do care about them and appreciate their business. Ask them how they are, or even how their recent vacation went. Remember: you’re talking to a human with real thoughts, feelings, and emotions.

Keep your emails short and to the point

Keep your emails short and sweet. Make it clear what you need from your reader, but don’t drag it out using unnecessary explanation. The longer the email, the more likely they will miss your point. Try summing up the most important parts of your email in one sentence, and then everything else you put in the email should lead back to that objective or objectives. If you need to make more than one point, be sure to break it out with bullets to make each point standout.

Good emails start with good grammar

Use good grammar. These days everyone is in a hurry, but don’t overlook this! If your grammar isn’t correct, your email might get confusing and your whole point may be missed. You also might come across as unprofessional. If grammar is a weak point, try using a tool like this.

Avoid Overused Phrases

It is hard to communicate via email without misinterpreting the intent of the writer. Only 56% of emails are interpreted correctly. Phrases like “Sorry to bother you” immediately undermine your credibility. Check out this article to read about the top 10 common phrases we use in client emails, but shouldn’t. It might also be a good idea to take a second to consider whether email is the right form of communication for the conversation. It is easier for most people to whip out a quick email rather than pick up the phone, but in electronic communication many times we miss rapport and immediate emotional feedback, which might end up hurting the relationship.

Don’t forget to proofread!

Your email messages are as important to your professional image as the clothes you wear, so be sure to proofread them. Read it twice to check for grammatical errors or misspellings. Also, double-check the length of your email. Again, people are more likely to read short, concise emails, rather than long rambling messages. (But don’t exclude important info). Don’t forget to use a strong, action oriented subject line and make your emails personal. Keeping these things in mind when emailing your clients will increase your chances of getting the response you are looking for!

Speaking of emails…

Want to learn how you can Get More Mileage Out of Your Content Using Email Marketing? Check it out!