Emails are one of the main forms of communication used by modern businesses. How you write and present your emails can have a big impact on how much customers trust you. When it comes to marketing emails, this trust can be very important for generating sales. Below are just a few different ways in which you can make your emails appear more professional.
Use a Custom Email Address
Custom email addresses are one of the easiest ways to make your emails more professional. This involves using a custom domain instead of a generic one (i.e. ‘@yourcompany’ instead of ‘@gmail’ or ‘@yahoo’). This guide explains how to get a custom email domain.
Keep Them Clear and Concise
Lengthy emails tend to have a lower open, CTR and response rate. Keeping email length between 50 and 200 words has been proven to get the best results. Try to use short paragraphs of no more than three sentences and keep language relatively simple if you want to be understood by a range of readers. When it comes to subject lines, aim to keep them snappy.
Use Templates for Consistency
If you regularly have to answer the same enquiries via email, consider creating email templates to prevent you having to type out the same response over and over again. Templates can also be useful for functional emails like quotes and invoices – the likes of this free invoice template could help you to keep your billing in a consistent format to help you come across more professional.
Avoid Spam-Triggering Words
When emailing people you have never had a previous contract with, be careful of the language you use. Using certain words in your emails may trigger spam filters, causing your emails to go unread. A few examples include ‘free’, ‘urgent’, ‘congratulations’, ‘dear friend’ and ‘make money fast’. You can check out a comprehensive list of spam trigger words here. You should also be careful of writing in all capitals, as this can cause emails to be marked as spam.
Proof-Read for Typos and Misspellings
Typos and misspellings are certain to damage professionalism and can also cause your emails to be flagged by spam filters. Get into the habit of always proof-reading emails before you send them to make sure that there are no errors. Online tools like Grammarly can help you to spell-check emails and make sure that they are phrased properly.
Double Check Formatting
When adding images and graphics to emails, it can sometimes be worth testing these emails by sending them to yourself or another email address that you own. How your email looks as you’re composing it may not be how it looks when it reaches its recipient – by testing emails, you can check that there are no formatting issues such as images appearing in the wrong place. This can ensure that emails look as neat and tidy as intended.
Utilize an Email Signature
Ending every email with an email signature is a great way to provide a professional touch to your correspondences. This should contain information such as your full name, job title, company name, contact details and potentially even your company logo. Many email services have tools that allow you to automatically add a signature to every email you send so that you don’t have to type it out each time.
