Back to Basics: Send Better Email

Hanna Walther, Ytel |  
As humans, a basic understanding of email should be installed in our brains at birth, right? You might think so! But unfortunately, this is not the case. Some companies and their employees are downright BAD at sending email. Whether it's promotional, strictly business or even personal, it wreaks of spammy desperation. Maybe this sounds like the feedback you get on your emails. Maybe you're looking to step up your email game. Either way, we've got some hearty chunks of information to share. In a few minutes, you'll close your browser after reading this post, feeling smarter and ready to rock the email game!

Keep it short and sweet

According to this article, the average email should be right around the 100-word mark. Whatever you have to say, consolidate it enough so it fits within these parameters and the recipient won't have a novel to read. Important facts and notes can get lost in a lengthy email, as people have the tendency to skim when things appear too long and tedious to read completely. If you absolutely can't get your message across in less than 200 words, a phone call is probably a better option of communication for you.

Be direct

If you're turning down a proposal or business deal, don't write four paragraphs before getting to the purpose of the email. Don't waste their time (and yours) by intentionally adding 'fluff' to emails. Get to the point in the first paragraph, or the first sentence if you can! 

Check and re-check your grammar

Whether you're sending out business proposals, setting up meetings, or even just sending a simple thank you note, people will take notice of your spelling and grammar. This doesn't mean you have to be the world's best speller; that's why spell check was invented! Use it.

Take action immediately!

Don't wait hours to respond to a prospective customer; respond to them as soon as possible, unless you need to clarify on a question or check with a manager on something. Be sure you have the appropriate information to respond accordingly. 

Use an attention-grabbing subject line

Make sure it's relevant to the topic at hand, whether that's a deal in the works, an upcoming meeting, a request for more information, etc. We recommend never leaving the subject line blank, as this just implies that the email isn't important enough to open. 

Use salutations + provide additional information


Know the first name of the person you're emailing, and also include all of your contact information in your salutation at the end. Nothing is worse than attempting to get in touch with someone and not having a place to find their contact info, especially when doing business with them. Set up an email signature with all your correct phone numbers for easy contact. Read more on what you should include in your email signature here!

With these tips in mind, we're confident you will be on your way to writing and sending better emails. Good luck!

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About The Author

Hanna Walther, Ytel

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Hanna manages Ytel's Communications strategy and has worked in Marketing for five years. She has a Master's in Communications and is passionate about connecting customers and businesses by building authentic relationships online.


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