Effective Emails

A

two way information sharing process which involves one party sending a message that is easily understood by the receiving party.

To promote a product or service, usually to

entice customers to make a purchase.

Promotional emails are short and sweet. You might want

to create a special graphic, otherwise, it’s not a time

consuming process.

Promotional Email

To let your customers know about new items. It falls

under the promotional email umbrella. You’re updating

customers, but also hoping for a sale.

Time is spent taking a good picture of the new product,

but it doesn’t require a lot of text.

New Inventory Email

To inform customers about company news, improve

brand awareness and build a relationship with your

core audience.

It takes a bit of time to create a solid newsletter, but it’s a valuable marketing tool.

Newsletter Email

To welcome new email subscribers to the

family and establish a good relationship.

Creating the email doesn’t take long, but you

need to know when a new customer signs up.

Welcome Email

To offer your customers advice on how to get the most

from your business or product. At the same time, you

establish your authority in the industry.

This kind of email is has more information, so your time will go toward writing and proofreading.

Product Advice Email

To provide customers with industry knowledge that’s

connected to your business or product. It helps build

relationships and trust between your business and your

customers.

It takes time to brainstorm ideas and to create a

sharp email.

Educational Email

To remind customers that it’s time to

reorder a certain product.

Basic text and images are needed.

Reorder Email

To reinforce how valuable your business or

product is through customer feedback.

It takes a bit of time to collect testimonials. You

may need to be persistent to get customers to give them to you.

Testimonial Email

To collect helpful information you can use to

improve the customer experience.

You’ll have to spend time creating the

survey and writing an email with a link to

the survey.

Survey Email

Marketing (or Bulk) emails stimulate your clients and leads.

They contain informative / incentive messages. The recipient

must agree to receive such emails: opt-in is mandatory.

Newsletters

Flash sales

Sales/promotions announcements

Marketing Emails

Notification email are also known as trigger, alert or auto-responder.

They allow the user to be notified each time a particular event

happens (or has happened). More generally, the notification email

may be used in order to celebrate and/or mark an event.

Getting in touch a few days after registration

Congratulations after a status change (first purchase, subscription...)

Birthday email

Shopping Cart Abandonment email

Goods back in stock

Discounts on recently browsed products

Greetings after a purchase

Feedback request after a purchase (product, service...)

Email following up a purchase and proposing other items

Series of greeting messages and/or hands-on account management messages

Notification Emails

This is an expected message and its content is

information that the client wishes to check or confirm,

and not "discover". This type of email is

Welcome message / Account opening

Shipment tracking and order status

Order shipment confirmation

Account termination

Payment confirmation

Invoice

Transactional Emails

Before you send the email out, you’ll need to

create the survey. To help you create a useful

survey, here are a few tips:

1. Ask the right questions Make sure the questions you ask will yield helpful

results, says, Victoria Garment with Software

Advice. Stay on topic and reword questions, if

necessary, to make sure they are understandable.

2. Keep it short If a customer gets bored with your survey, they’ll

stop filling it out. Aim for a five-minute survey to

ensure customers make it to the end, suggests Garment.

Two tips

If the communication will require a lot of back-and-

forth discussion or if the subject is delicate or sensitive you should call or speak with the person directly

When to use email

Effective Subject Lines

Email Content and Style

Format

Signatures

Professionalism

Agenda

Effective subject lines

Clarity Descriptive

Critical information

When to use email

Subject: Date:

Hi 9:17

am

questions 10:11

am

Meeting 12:44

pm

One more thing........... 3:02

pm

Some thoughts 4:21p

m

Effective subject lines

Ineffective subject lines

Subject: Date:

Party planning meeting rescheduled for 3pm 9:17 am

Help: I can’t find the draft for the Smith Paper 10:11 am

Reminder: peer-review articles due tomorrow (3/30) 12:44 pm

Questions about Sociology 210 project 3:02 pm

Congratulations to Jennifer for winning Nobel Prize 4:21pm

Ineffective Vs. Effective

• Is this truly the correct person to contact?

• What is my goal?

• Should this conversation be held in person or over the phone?

Email Content

Before you start writing, ask

yourself…..

- Use topic sentences

- One topic per email

- Provide important dates or references

- Put each action or point on its own line

Use a polite and respectful greeting and closing

Professor Anderson,…….

Respectfully,....

Sincerely,….. Brevity and clarity

Try to keep each email short

Use paragraphs (5 sentences each)

Is this message scannable and actionable?

Email Content

Poor Email Content Jon,

Hey, I was just thinking about the meeting we had about the new workshop you were planning for next week about resume-writing. I think that we may have forgotten to include all of the students who might benefit from this workshop. There are several groups of students at the School of Public Health that were not on your list. Of course you may have added them to you list since our last meeting. Sara from the School of Public Health contacted me to ask if the students from the Epidemiology program were on our list of included students. She also wanted a list of all of the included departments from the School of Public Health. Can you send me a list of all of the included student groups? I can then send the relevant information on to Sara because she needs this information by tomorrow. Thanks, Rachell

Email Content

Better Email Content Jon,

Can you send me a list of the students included in the resume-writing workshop by tomorrow? We may have forgotten to include all of the students who might benefit from this workshop. There are several groups of students at the School of Public Health that were not on your list. Sara from the School of Public Health contacted me to ask if the students from the Epidemiology program were on our list. I will send her that information tomorrow after I get the list from you. Thanks, Rachell

Email Content

DON’T TYPE IN ALL-CAPS,

IT LOOKS LIKE SHOUTING

Use an appropriate signature Brief (4-5 lines)

Informative

provide all contact information

Professional

do not include pictures, quotes, animations

Email Content

Always spell-check before sending

Set your email program to automatically check before sending

Re-read email for other spelling, grammar and punctuation errors.

Before sending ask yourself…. Always proofread at least once!

Read it out loud

Sleep on it

Would I be comfortable having this email posted on a public bulletin board or forwarded on to my entire department?

All laws governing copyright, defamation, discrimination and other forms of written communication also apply to email.

Complete the “TO:” line last

Set your email program to delay sending

Professionalism

Emails are permanent

Emails are searchable

Happy emailing!

Remember…