Tips on E-mail Communication
Communicating with your clients through a well written email can be very effective in supporting your company’s relationships with its clients. Along with the telephone, practically everyone uses email to inform, notify and communicate with their clients. Composing effective messages is very important. Here are a few tips for creating efficient messages by email.
- A succinct, well written subject line. Use the subject line to let the recipient know the purpose of your communication in as brief and direct manner as possible.
- Get to the point quickly. The reader already knows the purpose of the correspondence because of your subject line. Be natural and get to the meat of your correspondence as soon as possible.
- KISS – Keep it simple silly - a phrase you may have heard before but a very important one. Generally the rule of thumb is to keep a sentence to 17 or few words. Therefore, simply stated facts or directives is better understood.
- Write sequentially. Either compose your sentences so the information you wish to convey is in a sequential order or use bullet points.
- Be specific, clear and concise. Your email will more likely be read if each sentence is of value to the client creating a desire to read on.
- Keep your recipient in mind as you write. How much information do they need or how does this person like to receive information? Sometimes you may not know the answer to this, but as your firm develops the relationship with this client, take note of how they communicate with you. Then respond in a similar fashion. Some people like the details; others like the bottom line.
- Keep the emphasis on the content and leave the bells and whistles for the marketing department. Use the color coding and clip art in marketing pieces, not in your email message. As in this article, bullet points and a little bolding go a long way.
Remember, your correspondence represents your company. How do you want your clients to view your company?