Writing emails can be a fun especially when writing for some purpose
Do you think that you are not getting the desired response for your emails than
this article is for you.
When you are going to architect an email there are some rules that
need to be followed to get positive response along with your good impression. I
will demonstrate these rules along with good and bad examples so that you can
understand it fully.
Subject lines are Headlines
At first glance everyone looks at
headline to know what the article is about. A clear, specific and concise
subject will help the reader to understand the importance of your. Without the
proper subject there are chances that your emails will not be read...
Bad Example
Subject: Meeting
Hi Ali,
I just wanted to remind you about the meeting we have scheduled
next week. Do let me know if you have any questions!
Best Regards,
Ahmad
From this example the reader can’t
guess about which meeting Ahmad is talking about, there can be many meeting
that Ali has to attend and no information about the venue of meeting. Now see
Good Example
Subject: Reminder of 10 am Meeting Sched. 11/05 on PASS Process.
Hi Ali,
I just wanted to remind you about the meeting we have scheduled
for Monday, October 5, at 10:00am. It's being held in conference room A, and
we'll be discussing the new PASS Process.
If you have any questions,
feel free to get in touch (6579457).
Best Regards,
Ahmad
So the importance of subject is clear to you.
Make one Point per email
Make one point in each email it will
help the reader to understand and remember the issue raised and if there are
several points about the same subject than divide them in paragraphs and
address one issue in one paragraph.
Bad Example
Subject: Revisions for Sales Report
Hi Imran,
Thanks for sending in that report last week. I read through it
yesterday and feel that you need more specific information regarding our sales
figures in Chapter 2. I also felt that the tone could be a bit more formal. The
report is going to be read by our Executive Team, and needs to reflect our
professionalism.
Also, I wanted to let you know that I've scheduled a meeting with
the PR department for this Friday, regarding the new ad campaign. It's at
11:00, and will be in the small conference room.
Please let me know if you can make that time.
Thanks!
Farhan
Good Example
Subject: Revisions for Sales Report
Hi Imran,
Thanks for sending in that report last week. I read through it
yesterday and feel that you need more specific information regarding our sales
figures in Chapter 2. I also felt that the tone could be a bit more formal. The
report is going to be read by our Executive Team, and needs to reflect our
professionalism.
Thanks for your hard work on this!
Farhan
AND
Subject: Friday 10/9, 11am Meeting w/PR Dept
Hi Imran,
I wanted to let you know that I've scheduled a meeting with the PR
department for this Friday, 10/9, regarding the new ad campaign.
It's at 11:00am, and will be in the small conference room. Please
let me know if you can make that time.
Thanks!
Farhan
It is costless to send multiple emails but it helps to remember
the receiver about the information you convey.
Specify the response you want
Make sure to include any call to
action you want, such as a phone call or follow-up appointment. Then, make sure
you include your contact information, including your name, title, and phone
numbers. Do this even with internal messages. Remember, the easier you make it
for someone else to respond, the more likely they are to do so
Bad example
From: reliablelandscapes@domain.com
Subject: Proposal
Gul,
Did you get my proposal last week? I haven't heard back and wanted
to make sure.
Can you please call me so we can discuss?
Thanks!
Nouman
Good example
Subject: Checking On Reliable Landscapes Proposal
Dear Gul,
I just wanted to check that you have received the landscaping
proposal I emailed to you last week. I haven't heard back and wanted to make
sure it went through.
Can you please call me by Thursday so we can discuss? This is when
our discount offer expires, and I want to make sure you don't miss it!
The quickest way to contact me is by cell phone.
Thanks!
Nauman , Owner
Reliable Landscaping, Inc.
4598 (office)
2929 (cell)
Email Catastrophe
One of my friend got a job offer while studying in Sweden and
those who are living there knows that this is a very big deal. While reply for
the email form the company he wrote hell sir instead of hello……you you can
imagine the outcome so be very careful while writing. Make sure to cross check
grammar and spell check. Happy Writing professional emails
