Email has become an integral part of the daily lives for billions of people, so being good at writing in general—and email in particular—is an essential skill for success at work and career growth.
However, you need to be good at email to have the most impact and credibility. To work well with email, you must balance professionalism, tone, accessibility, and authenticity.
So, how does a professional communicator create a more personal and intimate email while staying true to a brand's voice, tone, and style? Below, we have shared five ways to craft an email like a pro. Let’s jump into them!
Article Shortcuts:
- Craft a Brief & Informative Subject Line
- Avoid Using Flowery Language; Use Plain Language Instead
- Rise Above the Rest In Their Inbox
- Add a Well-Defined Call-To-Action
- Proofread Your Email
1. Craft a Brief & Informative Subject Line
Email marketers have long known that the subject line of your email is as important as the content inside.
Why? This is because if the recipient cannot open your email, then none of the text in your email body matters.
The best way to write a good subject line is to keep it short and descriptive.
Think of your subject line as a newspaper headline. Keep it short, grab the reader’s attention, and tell them exactly what they need to know about your message.
One of the oldest tricks in the sales book is creating a sense of urgency, and for good reason. It is the most powerful way to get customers to take action, and it works because people hate to miss out.
On the other hand, curiosity fuels our desire for closure, and using mystery in your subject lines creates an open loop that drives your subscribers to fill in the gaps.
Furthermore, mastering the art of how to end an email is one of the most potent techniques to captivate your email subscribers. It does not mean you have to leave them in tears or jump for joy, but it does mean you can evoke a certain level of emotion in your language.
2. Avoid Using Flowery Language; Use Plain Language Instead
There are several benefits to using plain language in emails.
Although it may not directly increase your customer engagement, it can improve your communication effectiveness and potentially improve your long-term customer engagement.
When you use plain language, you can simplify complex concepts and reduce jargon. This makes it easier for your message to be understood by your recipients.
When your message is easy to understand, your customers will engage with it and take action.
Therefore, you should simplify all complex email ideas through effective paraphrasing.
The key to successful paraphrasing is consistent practice. If you have not paraphrased a lot, you may not be able to paraphrase your text effectively.
Having a variety of words and phrases in your vocabulary is important for paraphrasing effectively. If you do not have a lot of words in your vocabulary, you may find it difficult to paraphrase.
In order to improve paraphrasing, writers should focus on expanding their vocabulary, reading source material closely, and exploring various paraphrasing strategies.
You can also get help from an online paraphrasing tool to craft a top-quality email.
An AI paraphrasing tool is an online tool that can help you create result-driven emails and simplify complex ideas. It can paraphrase complicated sentences into clear, concise sentences.
Read more about AI marketing tools for 2024.
This is especially useful for emails, where you want your message to be easy for your recipients to understand without making it too complex.
You can use a free paraphrase tool to break down hard-to-read ideas into simpler language.
For example, when discussing complex topics in an email, using simpler language ensures your recipients understand the main points without any confusion.
Creating emails can be a time-consuming process. A paraphrasing tool helps speed up the process by quickly transforming sentences so you can focus on refining other parts of your email.
3. Rise Above the Rest In Their Inbox
Not only do you want your emails to have personality and empathy, but you also want them to be easy to read and respond to.
People tend to respond to the simplest emails in their inbox, not necessarily the most important or urgent ones. Take the time to write concise and clear emails, as this will save you a lot of time in the future.
Here are a few ways to make your email irresistible:
- Keep it short
- Avoid saying, “Please let me know your feedback.”
- Use concise sentences, paragraphs, and plenty of white space, so it is not visually overwhelming
4. Add a Well-Defined Call-To-Action
When you are hoping for a quick reply to your email, it is important to be clear. You need to be clear to get the desired result, whether it is a response or an action.
If you want to get a response, explain exactly what you need and how many questions need to be asked.
Similarly, if you want them to click a link and fill out a form, make sure you are clear about what you want them to do. We have all heard about the importance of clear instructions in marketing.
Writing an exceptional email is crucial, but if you do not clearly explain who the recipient is and their role, your email will likely be overlooked.
Even if your email is perfect, the lack of crystal-clear instructions can lead recipients to ignore your message.
5. Proofread Your Email
Errors in spelling and grammar not only make your emails difficult to understand but they can also damage your reputation in the eyes of your recipients.
To streamline the proofreading process, consider utilizing email template builders that often come equipped with built-in spell-check and grammar tools, helping you ensure error-free communication and maintain your credibility effortlessly.
It is important to be careful before you hit send. To maintain your credibility, you will want to review each email for errors thoroughly.
You might even want to read it out loud if it is a particularly important email.
Doing so will help you ensure that no mistakes are overlooked, and you will be able to maintain your credibility and professionalism.
Read more about digital marketing strategies.
Wrapping Up
In this digital age, attention is the most important factor to consider while crafting an email. Every email needs to count. Before sending an email, start with an end goal.
What do you hope to accomplish with your email? With an end goal in mind, you can filter out the noise and concentrate on what matters. If you follow the above-mentioned tips and tricks, you will be able to craft a better email as a leader.
