Most businesses rely on emails for the majority of their communications. Yet, most of us are certain that some of our emails are ignored by the recipient. If you are trying to get your emails read, consider the below guidelines offered by Jonathan Borge of ToutApp. (Borge was contacted by Tom Searcy for a recent article for Inc.com on the subject.)
1. Subject lines: Remember that only 20 percent to 40 percent of your emails will actually get opened, though most of your subject lines will be seen. To boost your open rates, think of short, catchy, and informative subject lines. You should try to dangle compelling information (“The future of sales emails”), and you can even try adding some mystery (“Strange question”). We also recommend personalized subject lines, if possible (“Hunter Sullivan suggested I contact you”).]
2. Your tone: Portray yourself as someone that other people can connect to. You’ll want to show your recipients that you care about hearing back from them… so you can’t simply sound like you’re just sending another mass email. Never use “Dear sir or Madam,” and stay away from overly formal language.
3. Email content: Make your emails short, simple, and easy to quickly digest. Your leads are busy people with jobs, too, so you need to maintain their interest. Do your research and find out what resonates for your prospects. Try to get an introduction to them or, if that’s not possible, figure out in more detail what they or their company do. Tell them why you’re emailing them, specifically. Talk about how you can solve a problem for them.
4. Your sign-off: End your emails with a definitive, clear call to action. Make it dead simple for your recipients to say yes—whether it’s to a meeting, phone call, or product demo. Don’t ask them for permission. If you want a phone call, then say “Call me right now at X for more details.”
5. Your timing: Reach out to your leads when they’re not too busy. Make sure you avoid heavy traffic times like Monday mornings. Based on our tracking data, we recommend the middle of the week, mid-day, as the best time to send emails.
6. Your image: First impressions are important both in person and online. The tone and formatting of your email is all your recipients have to judge you by. Make sure you are being professional, clear, and easy to understand. Stay away from over-formatted emails that look gimmicky, but don’t hesitate to call out important information in bold or bullet points.
7. Your homework: Send yourself a sales email. Put yourself in your leads’ shoes. If you were them, would you open this email? Would you spend more than two seconds reading it? If so, what would you do next?
Searcy notes that the list sounds almost too basic. Yet, when he went back and examined the last 10 recent emails he had sent to prospects and clients, he found that he only employed four of these guidelines on average per email. Why don’t you take the same challenge? Hopefully, you can learn from it –as he and I have!