This post was written by Leila Lewis of Be Inspired PR. As a business school graduate from Santa Clara University, Leila (Khalil) Lewis’ career began in publishing, where she worked in marketing and editorial roles for business and lifestyle publications. Since transitioning into the wedding business in 2004, Leila has over 10 years of wedding marketing experience under her belt, and is the industry’s go-to for wedding public relations services, brand development and business consulting.
In many situations, communication between businesses and clients occurs almost exclusively over email. While emailing is a huge time saver, it’s important to realize that they are often the first and only impression that a client or business has of you!
Take your emails seriously and follow these dos and don’ts to ensure that your emails are representing you well.
Reply…and reply quickly! Do not take too long to reply to an email. An overdue email response can not only be a lost opportunity, but it can also send a negative message about you and your business. Take the time to reply to everyone who has taken the time to reach out to you, no matter how insignificant.
Think about how you sound. Although emails often seem like a very informal form of communication, you should always use correct punctuation, spelling, and format. Take the time to proofread your emails so you come off as intelligent and professional. That being said, you can (and should!) still attempt to convey your personality and excitement in your emails. This can often be hard in writing, but don’t be afraid to use exclamations to change the tone of what you are saying and make the recipient feel more comfortable.
Personalize your emails. Always address the person you are emailing by name. Generic emails that are sent out en masse are often overlooked and the recipient will feel less inclined to answer. It will be clear that you did not take the time to look up their name or business if you address the recipient as Sir/Madame. If you’re not exactly sure who’s receiving your email, you can skip the title altogether and simply begin the email with “Hi” or “Hi there” – being a bit more personable shows that you’re not an automated system.
Use emails to your advantage. As opposed to a phone call or an in-person meeting, emails give you the opportunity to really think about what you want to say and re-read it to make sure it conveys the right message. Emails that are well thought out can get you the responses you are looking for!
My email dos and don’ts will help your business put your best foot forward for new clients and delight your existing clients. Do you have any other tips to add to my list? Let me know in the comments!