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Writing Email Tips: Understand Two Types of Business Emails (via Word Wise Tips)

May 7, 2018 by Karin Beery Leave a Comment

It’s never been easier to stay in touch with your customers and clients! Between websites, social media, and the good old-fashioned phone, there’s no reason not to communicate … except that many people don’t necessarily know how to communicate well!

When I asked other business owners what they needed help writing, it shocked me to have so many people say ‘emails’ – I just assumed everyone knew how to write one. Not only is that not true (you can find 5 Things Your Business Emails Need here), it means that many people still haven’t figured out the best way to write and automated emails.

What is an automated email?

Kathy Widenhouse at Word Wise Tips: Home of the Nonprofit Copywriter explains:

  • They are written, loaded, and scheduled ahead of time (versus in real time)
  • They are sent to an email list or a segment of a list
  • They are managed in email list software like Constant Contact or Mail Chimp

Why would you need to send these types of emails? Two reasons:

  1. Marketing
  2. Notifications

Learning when and how to write and send these emails can help you maintain better relationships with your current clients (and, hopefully, lay the groundwork for establishing new ones).

Click here to see what Widenhouse has to say about understanding these two types of business emails!

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Filed Under: best practices, email, writing Tagged With: automated emails, communication, content marketing, newsletters

Copywriting: 5 Things Your Business Emails Need

January 30, 2017 by Karin Beery Leave a Comment

I love email. It’s quick, efficient, and you can skip the small talk if you’re in a hurry. All of that makes for a brilliant business tool … if it’s used properly. When you’re emailing from work, here are a few things you should know to make sure you’re sending a professional email.

  1. Include a greeting. You don’t have to start with Dear Boss, but make sure to include something: Hi Boss, Good Morning, and Happy Friday will all break the ice and set the tone for the email.
  2. Use proper grammar and sentence structure. Emails have gotten a reputation for being informal, but that doesn’t mean you can skip out on quality. Write in complete sentences. Avoid text abbreviations (R U there? is not okay). And, for the love of ice cream, use punctuation!
  3. Add a closing. Don’t just end your email. Invite interaction and make sure it’s clear that your message is complete (and you didn’t accidentally hit send before you finished). Something like, Have a great day, Call me with questions, or What do you think lets the reader know that you’re done.
  4. Use a signature. As far as I know, all email options – even the free ones like Yahoo! and Gmail – allow you to create a personalized signature. These signatures are automatically included in each email you send, and can be customized with different sizes and fonts. You can even include your company logo. Make sure to include your business name and contact info, but don’t go crazy: I’ve seen some signatures that include every professional association, award, and social media link. Keep it to 3-6 lines.
  5. An accurate subject. Don’t try to get creative with your subject line. If the recipient doesn’t know why you’re emailing him, you reduce the likelihood that he’ll actually open your email. Keep it simple and to-the-point.

If you’re like most people, many of your emails turn into back-and-forth exchanges; I’ve had some email conversations include dozens of replies. When that happens, you’ll get more comfortable in your communication and leave off a greeting, then a closing, and that’s okay. You’re essentially having a digital conversation – if you were on the phone, you wouldn’t say “Hi Karin” every time you spoke, so it’s okay to let that slide as you have an email conversation. Your first email, however, should always include these four elements.

What do you think – is there anything else you’d include in a business email? Why do you think it’s important?

Filed Under: copywriting, email

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ABOUT ME

Editor. Teacher. Novelist.
A passionate lover of fiction, Karin doesn't just write novels, she helps others write their best stories! A certified substantive editor with the Christian Editor Connection, her goal is to help authors to put her out of business by equipping them with the tools they need to become better writers.

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