Hello readers,
Nowadays, we communicate more and more via e-mail. We use e-mail communication to write something to friends, relatives, colleagues or clients. Whoever the recipient of your email is, it becomes very important that you write the email effectively. As you know, by writing an effective email, you can save your time, the other person's time, and you can gain more trust and confidence from the other end.
Please reply to the email as soon as possible
More and more people are contacting each other via e-mail. Even if they mention it directly or not, they expect quick responses. One Jupiter Research study states that 35% of customers expect a response within six hours, another 55% expect a response within 24 hours. Although many people focus on response time, content is just as important. The same study suggested that a lack of thorough response (45%) will cause online shoppers to view a company negatively when considering future purchases.
Learn the art of email writing
Poorly crafted emails will generate more email back and forth, potentially taking more of your time. Worse, they can lead to unnecessary calls to your most expensive channel – your phone. And at that point, customers are bound to be angry and frustrated.
Here are some tips for writing email responses that are thorough and appropriate:
1. Format your answer so that it is easy to read on the screen. Do not write an email using very long sentences that are long horizontally. Each line must be short. Ideally, write only 5-6 words per line and no more.
2. Make sure the subject line is brief and meaningful to the recipient...not just generic
"A response from the marketing team" But also be careful not to look like spam.
3. Have one subject per paragraph. Separate it with blank lines to make it easy to read and understand.
4. Be brief. Use as few words as possible to get your message across. More is not better when
will come to the email. An e-mail is not perceived as an electronic letter.
5. Use simple, declarative sentences. Write for a third or fourth grade audience,
especially if you create templates that are sent automatically. You don't know
your sender's level of education or the sender's level of comfort with the English language.
6. Be sensitive to the tone of the original email. If the sender is upset about the error on
your part, admit the mistake. Be clear about what you are doing to remedy the situation.
7. Make sure you have answered all the questions asked in the original query. Partial answer
frustrates the sender and leads to further contacts. This is also what the shipping company does
the answer looks unfortunate.
8. Clarify what steps you will take next and when the author can expect them
further contact from you.
9. Don't ask for an order number/case number or any old information that you only remember from memory when it was in the original email…sounds pretty simple, but sometimes people miss very obvious information in an email.
10. Don't just tell the sender to go to your site. In many cases they already were
website and couldn't find the answers they were looking for. If you want them to go
back to the web page, provide a direct link to the exact information the reader needs.
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