Last updated on October 28th, 2020 by Chris Griffin

Let’s face it – writing a business email is not as simple as it sounds. 

You have to craft an enticing subject line, nail the right tone and get your recipient to take action, all while ensuring that you don’t tank your efforts with a typo. 

What’s more, there are over 300 billion emails sent and received every day. So even if your message is highly relevant, if it doesn’t cut through the inbox overload, you’ll never get the reply or click that you need.

At Titan, we understand the frustration of spending valuable time writing an email only to have it go unanswered. Which is why we’re here to help. In this blog, we’ll guide you on the journey to crafting a perfect business email, from subject line to sign-off.

Before we get started

Remember your audience…

Consider your recipient and adopt the appropriate tone. If your work colleagues communicate casually, feel free to follow suit. But when writing a business email to a prospect or partner, it’s important to keep it professional.

And keep it short

Everyone’s inboxes are overflowing. Get to the point quickly and when it makes sense, use spacing, numbers and bulleted lists to make your email more digestible. According to Hubspot, emails that are between 50-125 words have a response rate of over 50%.

You can strive for clarity and brevity by following these simple rules:

  • Stick to one topic
  • Replace long words with short ones
  • Break up compound sentences or lengthy clauses
  • Don’t over-explain
  • Use only easily recognized acronyms
  • Avoid passive voice
  • Stick to a format that makes your emails easily readable

Also, ditch the elevator pitch. Your email should be about the benefit to the user, not your own accomplishments.

1. The subject line

Now, onto the email. Start by thinking about your email habits. Do you open emails in sequential order or scan your inbox for the most enticing subject lines?

35% of people open an email based on the subject line alone.

Whether it’s a cold outreach or a follow-up, your subject line needs to be a short-but-mighty snippet of info that’s creative, interesting and doesn’t give too much away. According to Marketo, 41 characters – or seven words – is the ideal length. You should also avoid any spammy vocab, such as “Buy Now” or “Free.” 

Here are some examples to help you get started.

Quick question for you, [name]
Quick question about [company]
[name] recommended I get in touch
Hoping to help
Hoping to catch up
Here’s the info I promised you
I’d love to hear your feedback
I’m so happy to share this news
How we achieved X in 30 Days

2. The introduction

Once you determine whether a ‘Hey’ or ‘Dear Mr. Gilmore’ is best, it’s time to start writing your intro. While there are varying suggestions on the perfect length, one thing is for certain –– you have a short window to get your point across. You can’t waste time with a long, rambling introduction. You need to get right into the meat of the matter.

If you’re writing to introduce yourself, you might want to establish some social currency before you ask for anything significant. But in all cases, your request should appear in the first or second sentence. 

Here are some templates that you can apply to a few different scenarios.

Cold Outreach

1. Hi [name],

I’m [your name] at [your business]. We’re a [business type] that specializes in [service]. I’m wondering if you’d be open to a quick conversation to gauge any interest in working together?

2. Hi [name],

A pleasure to e-meet you. I am reaching out from [your business] after learning about [their business] on [channel]. I’d love to connect to learn more about [their business] and to see if [your business] can help improve the way you do [service].

Follow-up

1. Hi [name],

How’s [their business] life been treating you? I’m checking in to see if there’s an opportunity to connect in the next few weeks to discuss how [your business] can be apart of the [service] strategy at [their company].

2. Hi [name],

I’m writing to follow up on my last email as I didn’t hear back from anyone on the team. If it makes sense to talk, let me know how your calendar looks. If not, who is the appropriate person for me to connect with?

Mutual Connection

1. Hi [name],

Our mutual friend, [name], suggested I contact you about one of my upcoming projects. Are you available this week to chat? [S/he] spoke very highly of your work and it seems that there’s a great opportunity for us to collaborate.

2. Hi [name],

We haven’t met, but I’ve been following your work in [industry] for a while now. I would love for the opportunity to connect and pick your brain this week if you’re available. Coffee on me!

3. The intent

Every business email needs a call-to-action. That doesn’t mean your email needs a boldly colored ‘Click Here’ button. But if the intent of your email is to get the recipient to take action, you want to reinforce it via a CTA. And there are a bunch of ways to do this without being too blatant. 

If you’re looking to get a response, sprinkle in one of these…

I’m looking forward to your reply
I’d love to hear from you
What do you think?
If you’re interested, let me know and I’ll send over some more info

If you’re hoping to schedule a call, ask for their availability…

What’s your calendar look like next week?
When can we have a quick call so I can explain?
If you’d like more info, let me know when you’re available for a quick call
Was hoping you could spare a few minutes to connect

4. The sign-off

The end of your email is yet another opportunity to make a lasting impression on your recipient and to stand out amongst the clutter. Not only will this help you connect with your recipient, but it might even get you a faster response.

You can use the following suggestions to replace your outdated email sign-off with something fresh and memorable. 

“Respectfully,” “Sincerely,” or “With Gratitude” – if you’re aiming to embody civility with your email sign-off.

“Looking Forward to Hearing More About X” – if you already have a follow-up call on the calendar or not, this sign-off highlights your desire for one.

“Always a Pleasure Chatting With a Fellow X” – if you want to build your relationship on a commonality.

“Feel Free to Reach Out If You Have Questions About X” – if you want to show that you’re open and receptive to any lingering questions.

“More Soon” – if you want to keep a client or prospect interested and engaged without promising too much.

Happy emailing!

Originally published 20th October 2020 12:56:36pm, last updated on October 28th, 2020

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