By Shannon Streiter
When an email is your best or only option while communicating with a client or potential client, how do you get your reader to engage and act?
It’s easy to anticipate a response and sit in the backseat and wait; it’s smarter to provide navigation and drive. Overused phrases will only take you so far these days. Grammarly outlines “7 Clever Ways To Say ‘I Look Forward to Hearing From You’”.
Their number one and the most important tip is to use a call-to-action. “Good communication eliminates the guesswork for the recipient.”
- Will you follow up with a phone call or another email? Great! Explain when this will happen. Calendly is an excellent tool to schedule calls that work for both parties.
- Are you on a deadline and need feedback ASAP? Let them know when information is required.
- Want to meet in person? Offer suggestions for time, date, and place. You can even find the halfway point to meet up via various websites and apps.
Think of email like any other meeting. Is it effective? Is it the best use of time? Is it efficient and does it benefit everyone involved? Or, are you emailing without a clear purpose? The best emails respect your and your recipients’ time.
And unlike most meetings, email is 24/7 – though that doesn’t mean it always should be. Be mindful of the time of day and in many cases, the day of the week you are sending an email. Send it when it makes the most sense for your recipient, and it will most likely be read and get a response. It turns out Tuesday is the best day of the week to send an educational/informational email and Thursday for emails that require an actionable response — afternoons are often the best time of day.
Weekend emails? Sending an email on the weekend isn’t always the smartest plan (they get the lowest response rate) but weekday emails are opened, read, or re-read on weekends when many of us have the time to catch-up.
Business emails should also include proper greetings, salutations, and closings — there may come a day for rapid-fire, quick responses, but that level of comfort should grow organically with the relationship. Grammar always matter too! Take time to proof, read aloud, and edit all your emails.
And when things get complicated (as they often do!), it’s always a better idea to pick up the phone.