While some are comfortable with social media conversations, it is not that so easy as it looks. You need to have improvised emails as workplace professionals expect the same from you. With the emails going through a process of multiple rapid exchanges, they need to be precise and legible to the intended recipients.

Email marketing needs to be greatly pre-planned, having a simple yet effective matter piquing interest without being too comprehensive. Here is a list of seven essential tips that one should know while framing emails:

1. Personalize your email interactions

Always personalize your email conversations with your subscribers or consumers. In a customer support world, there should be synergy where the customers must get a feeling, they are doing business with humans, instead of with robots. Let the start of the email be directed with names in which you start yourself by introducing yourself to the customers and create a far more relatable customer service experience.

Make your clients comfortable by making them realize that they are sharing with a knowledgeable and friendly agent. You can even take the help of an email marketing expert who can plan and frame your emails as per your client's requirement.

2. Link to longer instructions

While drafting your email, keep your mails short by linking them rather than including them in the email. Because this is a critical thumb rule as scrolling through long mails can be tedious to read and can sometimes be annoying. Tediousness could lead to a loss of one of your loyal customers.

So, to make your email marketing hassle-free and short, save your customers time from navigating a long mail. Frame your email in part with images or steps that can keep your readers engaged and make their reading experience quite enjoyable.

3. Keep the message focused

Before framing your email, be clear and focused on why we are writing them and for what purpose. One could draft emails as complaints, proposal letters, progress reports, and so forth. Avoid drafting emails in a complex message or split unrelated points into separate, purposeful emails. People tend to read the whole statement that only relates to them or else skips reading.

Don't forget to insert “Please” and “thank-you” while keeping the text readable and easy. Lastly, before clicking on the send button, proofread the message and take the time to format your message for the ease of your reader/s.

4. Proof-read extensively

Proofreading your email is a strenuous exercise while framing them. If you are sending professional communication, take time to make it look professional. Avoid all caps as it comes across as a bombardment and also avoids no caps as it makes your mail quite dull. Without looking at your intention, your clients or customers will respond to you accordingly as per your email.

So, don't keep unbroken blocks of boring texts and instead write short paragraphs and avoid any fancy typefaces as it adds nuances while reading and makes even more intimidating. Insert a spell checker to catch your typos and take an extra minute to hit the send button.

5. Don't assume privacy

Emails are known to be insecure. We have even seen that just like in case of a physical mailbox, a sharp hacker or a malicious mind can probably read all your emails and utilize the information for their benefit while harming you or your company's image. So always adopt a motto to praise in public, and criticize in private.

Don't send anything over email that you don't want to post. For example, if you send or expose the truth in a written form and that too through an email, then that written record could be misinterpreted for harming you.

6. Promise a timely result

Keep your customers in the loop and don't stretch the time limits as this can result in customers sending you to follow up emails to get their status. Keep a timer to remind yourselves to complete the promise of work in an allotted time. Tag all conversations to find them when receiving updates for quick searches.

Once we release a fix, we can contact them personally and alert them. Don't be a laid up professional and respond promptly to your online correspondents. Make yourself available and reply with a message even if you are caught in some critical work, to appear professional and courteous, always.

7. Balance casual vs. formal tone

When it comes to setting the right tone for customer service, distinguish between formal and informal situations, and prefer to write in a casual style in customer support. Be careful not to be too casual in tone when you're saying no and avoid the usage of linguistic shortcuts, thus giving a wrong impression. Always know the situation, and write accordingly or you might use informal language when your reader expects a more formal approach.

Author Bio

Chris Donald is the Director of InboxArmy, a full-service email marketing agency that specializes in providing best email marketing services from production to deployment. He has worked directly with Fortune 500 companies, retail giants, nonprofits, SMBs and government bodies in all facets of their email marketing services and email campaign management programs since almost 2 decades. Chris’s success track record covers building email programs at competitive email marketing pricing and using data-driven strategies to turn around underperforming accounts.