7 Tips To Write Professional Emails In English

7 Tips To Write Professional Emails In English I've been doing business online for such a long time now and I remember back in the da...

7 Tips To Write Professional Emails In English

I've been doing business online for such a long time now and I remember back in the days we had something called Overture which had the first paper click search engine and then we had GoTo. And I know it's a long time, some of you may not know what the heck that is, I get it. But I've been doing business online for a long time. And over the years, things have changed, platforms have changed back then.

7 Tips To Write Professional Emails In English

We didn't have social media, we had bulletin boards and interesting to see how things have evolved and changed. And what's fascinating is over the years, what has not changed, guess what? Is email, email is still a very effective way to connect with people or to convert prospects into customers. The 7 professional email tips that I will be teaching you today, they will work for you if you are looking to connect with a potential employer if you're looking to get a job or if you're looking to get some business or you could use these email tips to promote your products or services through email marketing.

1. Never Assume Readership: 

Always remember that you're only one click away from hitting that trash can, right. Your email receivers, they could delete that just with a click. So never assume when you send out an email, oh, yeah, of course, my prospects they are going to open my emails. No, chances are they won't open your emails if your email is not engaging and interesting and compelling, they are sifting and sorting, they're scrolling, they're thinking what they could delete or what they could move to that spam box. 

And just because you have been sending them emails over some time, they open up your email a week ago or a month ago, a year ago doesn't mean you could sustain that leadership in the future. So you've got to earn their attention in every single email knowing that you're just one click away, one click away from that trash can. Be very, very selective, and be very cautious of what emails you send out and how you want to get your readers to open up your email. 

2. Use A Credible From Address: 

Research shows that 70% of people base their decisions ready to delete or not delete that email just from, the from address. So have you seen one of those very spammy long from address? You look at it, you like, no, I'm just going to delete that. You don't want to do that. So from a personal email perspective, you probably want to use something like a Gmail. Gmail is trustworthy and highly credible from a company perspective you want to use maybe your first name, maybe it's your first name with the last name @abccompany.com. And when your recipient sees the email is coming from a credible from, they're more likely to open up your email. 

3. Use Interesting and Engaging Subject Lines:

Again, never assume readership. You have to give them a reason why they should even bother spending their time reading this email and the subject line is where you do it. Now keep in mind when you're sending emails, when your recipient sees an email from a desktop, the subject line displays around 60 characters but when they are on mobile, they will only see 20 to 30 characters. Now that's a key. So if you want more people to read your emails knowing most people are checking their messages through now mobile phone, you want to keep your subject line short, 30 characters or less. 

Now I've done a whole video on just subject lines alone so you can click here and you can watch that, I won't go into it here but knowing that your subject line needs to be curiosity-driven, it needs to be personal. Sometimes if you want to open up your email using their first name, if they're a very powerful example, Michelle comma and then you talk about whatever it's next, then people would know, oh, this is personal, this is for me. And if you are doing any kind of email blast to communicate with the prospects, there's so many software out there Active Campaign, A Weber, many of them will allow you to customize. You can add the first name to that subject line anyway. So make it personal, make it interesting and keep your subject line short. 

4. Use a Single Column Layout:

Because now we are checking most of our emails through our mobile phone. When you have two columns or three columns, when your recipients checking their emails on their mobile device, that is not very reader-friendly and it's not very scannable. So you want to use a one-column layout, more importantly, chances are you want to left indent your content so that they could easily read it with lots of space, right. They can just scroll through it and know quickly what are you trying to communicate. So single column layout. 

5. Keep Your Body Copy Between 50 to 60 Characters:

Again, because people are looking at their emails from their mobile devices, you don't want to have a long, long paragraph with so many lines. Ideally, keep it within 50 to 60 characters. I like to keep each paragraph no more than three to four lines. In some cases, I would use a one-line paragraph, very easily scannable. I would also recommend that you use bullet points, then people can see it. You will easily know what is in it for them. Like why should I keep reading this? So keep it very simple, lots of white space, you could use very short paragraph, easier for them to read, easier for them to scan. 

6. Don't Overuse Hyperlinks and Call to Actions: 

I don't believe you want to use too many hyperlinks and too many call to actions in one single email. Keep me in mind and confused mind always says no, a confused mind doesn't click and doesn't act. So keep it simple, right. My rule of thumb is no more than three calls to actions in a single email. You could have it in the beginning if you want, maybe somewhere in the middle or somewhere near the end but you don't want to fill the whole thing with a lot of links, it's very overwhelming and it gets spammy real fast. You want to stay away from that. Be very, very careful. And even if we do use a call to action button, you want to contrast with the other color, maybe use green, use a very inviting color. So people would click on it but don't fill your whole emails with a ton of buttons, don't do that. 

7. Have One Single Focus:

One of the mistakes I see a lot of people make is when they send an email, they have so many calls to actions and they want to accomplish so many things, right. No, give them fewer options. Just have one single focus. Do you want them to reply to an email? Just focus on that and tell them, hey, reply to this email if you want to get blank whatever benefit that they want to get or just click you to go to the page or click here to call, right. Just focus on one single thing. 

Don't try to do too much, right. People can't handle too much. Just one single focus, one objective, one email. If you have other objectives, do that in the next email but don't try to cram that all in one single email. If you need help writing an effective email or you simply want to save time next time you craft an email, make sure to head over to instantscripts.com it comes with proven templates, proven subject lines and also time tests at opening programs that you can just drag and drop next time you craft an email. So check it out instantscripts.com.