Depending on the industry you work in, a majority of your communication with colleagues and clients may take place through email. If your emails with clients are unprofessional, it can weaken the relationship. If they are too vague or confusing, you can waste both your time and your clients. Below are five tips for keeping your emails professional and effective.
1. Include a Courteous Greeting and Closing
Emails are not text messages. While they don’t need to have the same amount of formality a mailed letter does, it’s important to be courteous. Address the person you’re writing to with a simple “Hello Kate,” or “Hi Peter,”. Close your email with an appropriate closing and sign off using your name. Your client will appreciate the respect you give them in your email and you will present yourself in a more professional manner. There are certain situations where a greeting may not be necessary. If you’re emailing a longtime client or colleague and answer a simple question, a greeting may not be appropriate. It is always helpful to have a closing though.
2. Check Grammar and Spelling
Before sending the email, read through it to ensure that your grammar and spelling are correct. Some email clients include a spell check feature, but it can miss some errors. Avoid the use of all caps and extra punctuation in emails. All caps makes the reader think you’re yelling at them. Extra punctuation, like saying “What do you think???”, can make your email seem too emotional.
3. Be Specific, but Don’t Ramble
Provide as many details as possible in one email. Multiple emails about one topic can get confusing and make it hard for clients to respond to. While it’s important to include all of the details, you also want to make sure your email is as concise as possible. Don’t ramble on about ideas or recommendations. People get a lot of emails in a day. You’re more likely to get the response you’re looking for if your email is clear and direct.
4. If You Need a Response, Be Sure To Ask For It
If you’re emailing a client regarding the approval of a project, the time for a meeting or another reason that requires a response, be sure to ask them directly for the response. You’ll be more likely to get an answer if you say “I’m free at 2 pm on Thursday. Can we meet at your office then?” then if you simply saying “I would like to meet Thursday at 2 pm”. Similarly, if you need approval or comments on a project, ask the client to provide it by a specific date. If your email says “I look forward to receiving your feedback on the logo design. Could you provide any comments by the end of the day on Friday?” you will have better luck keeping the project on schedule.
5. Keep Follow Up Emails Short and Sweet
If you haven’t received a response to an email, sending a follow up email can help to get a timely response. Wait a day or two after you’ve sent the original email, then send a short email asking the client if they have had a chance to read your original email. There’s no need to include all of the content of the original email. It’s likely that the client saw your email, but was busy with other tasks and haven’t had a chance to respond.
