An email has always been a crucial tool of communication in the business world. A good email carries the right message and tone to the readers. In the education and migration business, every visa application process begins and ends with emails. Whether while communicating with your clients or with your agents and partners, you need to send proper emails so that the information won’t get misinterpreted.
So, before you start an email, be clear on these 7 tips for writing better emails while communicating with your clients.
The Subject Line
The first and foremost thing you need to know is your purpose for sending an email. And the subject line conveys the purpose of your email. After all, it’s the first thing the receiver sees when they receive an email. It will make your clients want to open the email. So keep the subject line precise according to the purpose of your email. This way, the recipient can also prioritize the importance of the email without having to open it.
Email Length
Every day, a person receives 121 emails on average and it continues to increase. If your emails are too long, the chances are, that your clients will not reply right away. Probably, they will save it for later to read it again and then come up with a response. So, you should not be writing long emails just to clarify your point. Keep your emails precise and to the point. If you need to send anything that requires a lot of explanation (for instance, a quotation or proposal), direct it to a document as an attachment to the email. Even if you feel something requires further clarification, have a call or set a meeting instead.
Tone of Email
The relationship between you and your client is a professional one. The professionalism should be reflected in the tone of your email as well. Although you might know your client for a long time, you should never use informal language just like mailing a friend. Avoid using colloquial terms like LOL, TTYL, and such. Reduce the number of emojis in your emails. That’s because you are offering them service in exchange for a certain payment. That doesn’t mean you need to be too much unrealistically formal by using phrases like “Respected Sir”. Have a professional tone so that it can boost the company’s image as well.
Use of Jargon
Simplicity conveys the best message. Simplicity sells. To show that you are professional, you should also not be using complicated words. In case you need any technical specifications or clarification, try to write everything in a simple way as possible. It should be written in layman’s terms. Refrain from using jargon in your client emails and leave the industry terms or specifications for a meeting or a call with the client.
Uncertainty
Remove words like “I think” or “I believe”. Be definitive and use statements. For example, “I think we should meet next week” is vague. Instead, say, “Let’s meet next Wednesday at 10.00 am. Does that suit you?” Do you see how much clearer that is? It’ll save you a lot of back-and-forths, I promise.
One email, one purpose
Adding multiple topics to an email may be easier for you but makes it harder for your client. It’s difficult to read, can be confusing, and increases the risk the reader may miss something. Instead, send separate emails for each topic.
Some Useful Words to have in your Emails
We have come up with some words that you can add to your emails to enhance your level of communication.
a. “Thank You” instead of “Sorry”
Many people feel that apologizing is a courteous way of communicating. But this might not be the same all the time. Whenever you apologize, you’re admitting that you or your company made a mistake. The word “Sorry” might not be always necessary, as sometimes customers might not know if you had made any mistakes unless you talk about it.
Sometimes this is necessary, but keep in mind that this admission takes a toll on the customer’s experience. Customers might not realize you’ve made a mistake until you highlight it. So you can replace it with a “Thank you”, “Thanks for your patience.” and, “Thank you for your understanding.” These messages set a positive tone and will compliment the customers first.
b. “I would Appreciate your Help”
You can use this phase when you have to ask for a favor from the customers. When you use this phase it will help to outline your needs. You can describe what you want from the email receiver after using this sentence. Always remember the goals and ask for a favor accordingly.
c. ” I want to update you about….”
This phase can be used to initiate any conversation about some things that don’t go as expected. Rather than saying there was a problem, using this will create an impression regarding your willingness to make a progress.
d. “Looking Forward to hearing from you”
Instead of telling thank you again at the end of your email. You can use this sentence to conclude your email. This will keep the flow of communication continuous and set a better closing impression.
e. Other good things for you to say
Besides these things you can even use other phrases like “Please feel welcomed”, and “I’d be happy to” while communicating in email. Such terms are very positive and will create a better channel of communication.
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