We all write e mails with the concern looming in our minds if our e mails are being read. Just like a sales call on the phone, or in person we need to be clear, keep it short and simple (KISS) and be assertive. We are asking for something, take the time to make sure what you want is well-defined. Read on for Five Tips for writing sales emails that will improve your call to action.
#1
1. Make the important part of message the focal point of the e mail by structuring the email with the most important aspects of your email in the beginning.
Emphasize your paragraphs by separating them with a space. Every point should be in a separate paragraph and make details like addresses and times bold. If you’re sending your email to multiple readers then space the details per individual and highlight their names in bold. When you’re making multiple points, be sure to accentuate with bullets, or indentation.
Spaces are your friend, use them wherever points are made. For example:
Good morning Theresa, John and Frank, I hope your day is going well.
Theresa, did you get a chance to look over the document I sent you last week?
John, have you talked to your CIO, about setting up the meeting to discuss your concern regarding any delays you might foresee due to other projects? We want to make sure everything is running on time to meet your decision deadline of June 14th.
Frank thank you for your help with the details for the proposal.
An example for setting up a call would be:
I have twenty minutes available for a call on the 15th at 4pm, the 18th at 11am, or 3pm, which time works best for you?
I like to give three options and I give time slots so they know I’m also busy. I keep calls short unless they are scheduled as a meeting, in this case I’ll make them longer with more people included. If I don’t need multiple people and it’s just the two of us there is no reason to go on for more than twenty minutes.
#2
2. Keep your words clear and simple for a broad audience to understand, don’t use industry terms and acronyms in your e mail. Be detailed about what you want your reader to do.
#3
3. The time of the day is important for greatest impact, don’t send an email at the end of the day or the start of a weekend. Determine what time of the day people are sitting at their desk. 8 am, or 4pm on a work day seem to be the best times, however there are exceptions. Keep in mind that Monday mornings are usually filled with meetings so consider Monday at 11am, or in the afternoon, then other times are Wednesday- Thursday and Friday before 3pm. Check your market industry to determine their general habits.
#4
4. Mention their boss’s name to add validation and grab their attention. For example:
Good morning Mr. Richards, I reached out to Mr. John Doe last week to discuss your initiatives for this quarter. I read an article on LinkedIn that you’re expanding into the cloud for an application you plan to implement. I understand Mr. Doe wants this project to be your priority this month.
I have experience working on these sorts of projects. I worked with (competitor company) last year on a similar project and it went very smoothly. I won’t be able to give you details about that project, but I can provide guidance and assist you with yours.
I have twenty minutes available for a call on the 15th at 4pm, the 18th at 11am, or 3pm, which time works for you?
#5
5. You want people to respond, or act, put the request in bold and separate the request by making a new paragraph; make clear what you need from them. Keep your e mail short and to the point, if the e mail can be read quickly your e mail will be read, if not it will be left for later which means likely in the trash the next time they clean up their inbox.
Now that you have some tips to make your e mails easy to read, go back and proof read your e mail before sending it. Always consider your tone, your audience and what you need from them.
Ask yourself:
- Am I being polite?
- Is my grammar correct?
- What response will my reader have to this e mail?
Now that you have achieved all you want from this e mail, hit send and give them a day, or two to respond. I’ll be sharing tips to a follow up e mail in another post, be sure to subscribe for regular updated sales tips.
