What is the best method these days to ensure that an email will be read?
If a potential client is not available for a brief phone conversation, I like to send them a short email, summarizing the potential benefits they can receive by using our services. I want to make certain that they receive and ideally read the email. How can I ensure this?
You have received good advice from many of the answers...however there is a gap in the advice you have received.
You may be aware of this fact already yet I would like to note this fact: 82% of emails are read from an individuals smartphone. That's a game changer.
Also, since the 'subject line' is THE focus of grabbing your clients attention it's important to know that across the board (gmail, yahoo, msn, Hotmail etc.) your reader will only see 24 characters in the Subject Line of your email.
With that said, the Best Method to ensure your emails are even considered by your prospect to open is most definitely the COPY. Without persuading, NOT manipulating, your prospects...in the subject line...within the 24 character limit, your email will more than likely be overlooked. More about Subject Line Copy in just a few minutes.
Another KEY factor is keeping your emails OUT of the Spam folder. Google or gmail has been 'filtering' their users emails for them. Basically before your client even reads their own emails, Google has crawled the content of the email and has determined wether it goes to the user's inbox, promotions, social or most likely...the dreaded Spam box. This does not matter if previous emails you have sent to your client have made it to their Inbox...some of your emails will go to the Spam folder.
Back to Subject Line Copy. As a few have already mentioned using the client's name to personalize your email...that is not always best. You must test your Subject Line.
The 3rd line of the email that is seen is the Snippet Line or usually the first 24 characters of your "Body" message. This should definitely be personalized with the client's name.
Focusing on the Copy (Copywriting) both your Subject Line and Body combined with A/B Split Testing your emails to see which of the 2 versions of your email is getting the highest percentage of open rates is truly the only way to ensure your emails are being opened and read.
I hope this may be of help however if you have ANY questions please feel free to message me here on MosaicHub. I'm here to help...not to 'get in your wallet'.
With the Utmost Sincere Gratitude,
Bradley L Chase III
People frequently read emails they feel are unimportant on their phone. Most smart phones show at least the first three words of a name, the first 4 words of a title, and the first five words of the email. They key is to put something personal, relevant and with a call to action somewhere in that 13 word jumble. Sometimes I ask "Are you available at 2pm?" But only if I have an intention of calling at 2pm.
Keep it short and add a small graphic or photo. Email is inherently visual - use that aspect to get people to read. Also, emails can be read without being opened, so keep it short and to the point.
That's a very good question Hank! When unable to meet with a potential new client face to face, it's important to follow up through email, of course. In business today each of us is so busy, if not in front of our computers all day, emails pile up. I lose track of many emails that get buried. You can do two things that will help your email get noticed. 1. Your subject is key. The subject dictates their interest. Instead of focusing on your company info in the subject, use theirs. Use the company name, as well as some info that will add to the reader's interest. For example: " ABC Company Triples Customers". Sometimes when no response is received, follow up with a snail mail greeting card. It can be guaranteed to be opened by the recipient, and inside you can customize it however you'd like with a tool I use called Send Out Cards. This will get their attention, even if you mention, I sent you an email. It can even say inside, "Following up on the email I sent last week..." and that will make them run to the inbox to read it. That works for me when I feel my email may have been unopened or unread. You can even send a gift too! Check it out here: https://www.sendoutcards.com/sherrif
One important thing, and it will show your sincerity: Don't show you're desperate for their response, time, or sale. A sale is made with raport building, business relationship building, and trust. It's a process.
Test your headline, use their name in the headline, include a WIIFM and make it short, have a call to action, be single minded and to the point.
I've been there, and here's how I did it, you have three main parts of your message:
1- the Subject Line
2- the Message Body
3- the Closure
If you get these three right, you have a pretty good chance your client will not only read you email, but will also engage with you (reply to you, call back, or even meet you).
Let me start by the Body part, what you are offering basically is supposed to be a solution for a problem your client has, talk about that (keep it short).
You have to address the client in person, highlight the problem they have (i.e. you know the importance of after sales services, and the role a solid CRM system can do for you on this); and then promise a solution (what I'd like to present to you is a groundbreaking CRM system that will guarantee the highest level of satisfaction for your customers); then request a meeting (I would love to meet with you in person to explore in detail, how we can do that for you).
Closure, must indicate that you are expecting a reply from (I hope we can meet at your earliest convenience, is next Monday okay for you?)
It is important to salute the client at the end with something that is not a stereotype tagline (thank you and best regards? NO), I'd go for something fresh and speaks for me (i.e. Cheers!, or All the best, or let me know your thoughts)
Now, the most important part, the Subject Line, this is like the title of an article, if it's written right, your message will not end up in the trash can; in the subject line you must tease the recipient about what's in the message (i.e. Bringing a Never-Before Customer Satisfaction System for COMPANY NAME).
P.S. the email must come from you, must started after "Dear XXXX" withe a friendly greeting like (I hope you had a great weekend!), and, don't forget to activate the Read and Delivery reports options in Microsoft Outlook (or the mailing software you're using).
Tell them in the telephone call that you will drop them an email brief about the conversation. Also in the subject line, state - Regarding our conversation about ...Ask for a response, either automatic or in person - another email or a call, even if its just a "Please advise that you received this email" Perhaps adding "due to recent email issues!?? - this will make them feel sorry for you and drop you a little line in reply!
None of these strategies mentioned are rock solid when you're dealing with a busy client with too many emails and more important priorities. One of the best ways to make sure is to call them up again and go through the email over the phone (at a minimum they will acknowledge receipt).
A good subject line usually works. Think about it we all screen this way anyways, why not play to it. Here are two tricks I use.
1) Use the word Your. People care about themselves and not your email. (If they did you wouldn't be asking this question in the first place to cement this theory) If they think you are taking about what they care about there is a better chance they'll read it.
Example: I'm in the recruitment services business and I send over this cold intro email yesterday with this subject line. "Your open Account Rep role" I got response and a new client in 12 minutes.
2) Use the format of "Alert: Subject Line" putting that Alert: at the beginning is a physiological trigger, kinda like the red tags they put on Facebook for new friend requests. People are drawn to it. Usually works for me.
Example: 'Alert: Your next VP of Finance" (didn't get a job order but got a response at least)
Try it, see what happens...
I learn recently about 'words that sell'. I tried it and find it works - at least to catch the reader-attention on 1st time.
So really this is just spam as the first response already got an answer from you with a link to your solution. Please dont waste our time.
Outbound email campaigns should be about the person you are sending it to and ideally a problem you are going to help them solve. The email should be personalized and should come from you or another person, not the company.
The more relevant the subject and message body, the more likely it is that your reader will open, engage, and possibly act. The email should have 1 call to action for the reader to call, visit a page or reply.
Email should follow the KISS method, especially when doing outbound email campaigns.
Basically; let's break it down as clearly as possible - why are you sending the email in the first place? Well; it appears to me that we frequently make far too many assumptions about what we're trying to communicate to the next person. So, based on my limited experience, it would be great and more effective if you were to be very specific about your intentions of writing your email as well as making it self justifying. I'm referring to the obvious here; I would imagine each time you're writing an email to someone; you've something to communicate and that should be brief and right to the point. And here is a list of intentions you might have in writing up an email:
- to inform someone of something
- to encourage someone of something
- to negotiate something with someone
- to make someone do something
That's too general for any practical use. So let's look at an example of an email intends to inform and encourage someone to do a specific thing. Here's how it goes:
I hope this email finds you well. Basically, we've recently launched our website and thought maybe you could take a look at it at www.teamskew.com. We've had an invaluable kind of support thus far and we believe the more feedback we get the better for the users of our site as well as the team that's developing it.
Lastly, you may want to send us any form of feedback at hello[at]teamskew.com or simply participate in some of the community activities that you will find on there. Thank you for your support.