Email has become a primary form of communication in today’s digitized world. You really can’t avoid it. And sure, emails can be easily. You can knock them out without putting much thought into them most of the time. However, there are moments you really need to focus on your email structure, like when you apply for a job or reach out to an influential person. Ideally, you’d like a positive response from this person. In these cases, you can’t just throw a few words together and call it a day. There is an art to constructing the perfect email.
Here are some tips on how to construct the perfect email:
Know your audience:
Who are you reaching out to? Knowing your audience is important so that you can tailor your email appropriately. There’s a big difference between emailing a colleague and emailing for a potential job opportunity. What are their needs, pains, wants? This will determine how much convincing will be necessary in the email for you to get what you want from the communication. Research this person to garner as much information you can. This way, you can make an educated reach out.
Always greet the person you are emailing, by name preferably.
“To whom it may concern” can sound very stiff and formal. Whenever possible, address the person you are emailing by their name. It makes an email more direct and personal and makes the person more likely to respond. Think about it: businesses use a code to personalize mass emails to their database for a reason. You feel more special when singled out. This is the first step to getting the person you are emailing on your side. Beyond the greeting, your first sentence should
Make your point early in the email:
It’s never fun receiving a long-winded email in your inbox. And lets be honest, people will only read the first few sentences and jump to the end. They might even just skim it. Therefore, its best to get your point across as soon as possible so your recipient does not have to wade through your email to find the purpose of its contents. Ideally, your first or second sentence will contain the purpose of the email. Saying something like, “I am emailing in connection with…” is an easy way to introduce the topic in a straightforward manner. And keep it brief!
Remember, the person you are emailing might receive many emails like yours. You have to distinguish yourself somehow. An effective way to do this is to establish a connection between you and the recipient. Maybe you got this person’s contact from a colleague or friend, or you admire their work and would like to meet with them. Tell them. When there’s an actual connection between you, the other person is more likely to respond because they can relate to you. Doing this also makes you more personable, and people always appreciate someone with at least a little personality.
Close it off strong:
You’ll want to choose a closing that feels genuine to your personality and tailor it to the relationship to ensure an appropriate level of professionalism. Writing “Love, x” in a professional email might be taken the wrong way. Best avoid closing greetings that are too familiar. Stick to objective but still strong closers like, “All the best”, “regards”, or “best wishes”.
Do you have any other tips? Let us know in the comments below!