How to write the PERFECT e-mail: Experts reveal the secrets to crafting a message that will ALWAYS get a reply no matter how busy the recipient is
- Do you have an important email to send? Here's the right way to do it
- Influencive has put together top tips to make sure you always get a response
- Tips include keeping it brief, the five sentence rule and using the active voice
We've all been there - agonising over an important email before finally hitting send, only to be left waiting for a reply that never comes.
Influencive has put together their top tips for crafting an email that will immediately grab a busy recipient's attention - and ensure it doesn't languish unread in their inbox.
According to the piece, there are five essential rules to follow in order to achieve a message that's guaranteed a response.
Do you feel as though your emails are always being ignored? Influencive has put together some top tips to ensure you get a reply
KEEP YOUR INTRODUCTION BRIEF
If you're approaching somebody busy via email, it's important to keep things brief.
People in demand are time-poor, so won't plough through a lengthy mail but instead scan the top lines before deciding whether to keep reading.
Let them know straight away why should reply, says Influencive - and if you've met before, remind them of when.
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It says a good example would be, 'It was great to meet you at the [insert event here] event on [insert date].'
Forget unnecessary details about where you were or what you were wearing, and stick to the point.
If you connected via Twitter rather than in person, a good tip is to link back to your conversation so that the recipient is promptly reminded of who you are.
A signature is also important and should include your website URL, your job title and your name.
Make sure you keep introductions brief because people in demand don't always have a lot of time to spare
THE FIVE SENTENCE RULE
This is said to be the right amount of text to include to ensure you encourage the recipient to read on.
More than five sentences could appear too long to address then and there, while less than five could be viewed as too short and abrupt.
The five sentence rule, which Influencive says was thought up by the American marketing specialist and author Guy Kawasaki, also stresses the importance of answering a question with each of your five sentences.
USE THE ACTIVE VOICE
It is important to use an active voice rather than a passive or past tense tone.
According to Influencive, the tactic 'should help you get a response from busy people because it stimulates action and accountability'.
It might seem obvious but it is important that you always proofread your emails before you press send
ALWAYS PROOF-READ
It might seem like common sense, but it's easy to forget to proof-read an email in your hurry to get it sent.
An email littered with grammatical errors won't reflect well on the author, and is likely to see the recipient quickly lose interest.
Keep your emails concise, neatly laid out and crucially, correct.
HIRE A WRITER
If you're still being left hanging after honing your email skills, consider hiring a writer to pen an important one for you.
It might seem like an expensive solution, but if their expertise brings you to the attention of the right person, it will be worth it.
'Their expertise will give you a better chance of getting a reply,' says Influencive.
