We’ve put together five tips on how to write engaging and effective emails, and ensuring you have happy, returning customers to your business.
Don’t sound like an automatic reply
Remember: your name is not “Wall-E” and you’re not made of iron. Why do you sound like a robot, then? Customers want to speak to real people and feel like they’re getting heard and their concerns are being paid attention to. You’ll be surprised to notice how much more responsive they can be if you go the extra mile in giving them the attention they deserve. Avoid making them waste their time by having to ask extra questions that could have easily been previously answered in your initial communication and always clearly answer every single question they ask you and avoid writing any ‘open to interpretation’ comments.
Don’t flood your customers with too much information
We understand it, you’re confident you’re the very best in your field and can’t wait to share all the amazing things you can offer to anyone that can hear you. Well, do go ahead and do it, but be careful to keep it concise and to the point. Customers can get easily distracted or frustrated by long and overcomplicated emails, so make sure to save them as much time as possible by keeping it short and relevant.
Using a different level of formality to your customers
When writing to clients, it may be easy to fall into the trap of writing in language that is too formal, affected and that might unintentionally sound pretentious. Equally, you are writing to a customer – not a friend – therefore, some level of formality is often necessary.
The tone and formality of your emails should always be determined by the target audience. Keep the reader at the forefront of your mind, and try to reproduce the tone they use with you: if they are friendly, follow their lead a reciprocate. However, remember that the tone should remain professional at all times.
No questions
If you don’t give your customer a reason to reply, chances are they won’t. Whether you ask them to send you their availability for a phone call to discuss the points you’ve made, invite them for a trial session, or at least ask their thoughts on your proposal, ensure to keep the dialogue moving forward until you have closed a good deal.
Avoid spelling and punctuation mistakes
“Dear John,
Im writing, regading your previos enquiry,”
… Have I lost you yet? We appreciate this is a very basic point, but nevertheless important to always keep in mind. Read and proofread your text as many times as needed to ensure that you’re conveying a clear message with no mistakes. Equally paramount is to ensure not to misspell your customer’s name, and not to fumble dates and meeting times: I’m sure you’ll agree that there’s nothing worse than scheduling a call on Tuesday 23rd March, when the 23rd is actually a Wednesday…
Here at Simon & Simon, we can help with all aspects of your language training needs; no matter the industry, we can design bespoke courses for all world languages. Get in touch today to see what we can do for you.
