Email is hard. It's time consuming. We get hundreds of emails a day, it's easy to just ignore them.
The golden rule of email is to *avoid spam* at all costs.
Spamming not only irritates recipients but also damages your reputation and can lead to your emails being blacklisted. Ensure your emails provide value and are relevant to the recipients. It's essential to have their consent before sending out emails, especially for marketing purposes. Tailor your content to the interests and needs of your audience, and avoid sending too many emails in a short period, which can be perceived as spamming.
People expect responses to their email in a timely manner.
This shows respect for the sender's time and demonstrates professionalism. In a business setting, delayed responses can lead to missed opportunities or give the impression of disinterest or inefficiency. Aim to respond within 24 hours, even if it's just to acknowledge receipt and provide a timeframe for a detailed response. Setting up an organized system to manage incoming emails can help in prioritizing and responding promptly to each message.
Never reply entirely on fully automated responses. People email you because they are hoping to hear from a real person, not a robot.
But automating emails can be done! Automating emails requires the best software, so read our guide on it. If you send an automated email that a human never checked over, what does your customer do when the response is wrong? The customer feels frustrated and dissatisfied. Regardless of how they are feeling, they are not going to want to do more business with your company.
Any machine-reply should be read over by a human before sending, to make sure it actually answers their question.
However it's fine to send an email saying "We got your email and will respond soon. In the meantime perhaps your question is answered in our FAQ found at YOURURLHERE."
When composing emails, clarity and conciseness are key. Avoid long-winded explanations and get straight to the point. This respects the recipient's time and increases the likelihood of your email being read and understood. Use bullet points or numbered lists for easier readability and to highlight key information.
Maintaining a professional tone is crucial, especially in business communications. Avoid slang, overly casual language, or jargon that might not be understood by all recipients. This helps in conveying a sense of professionalism and ensures your message is taken seriously.