You get themâbusiness emails, some you want, some you donât, some you subscribe to and some that are spamming you.
And you write themâbusiness emails, some that people want and some they donât.
Whatâs the secret to making yours most welcomed and read?
Have empathy and care in how you craft your emails.
Yes, empathy and care.
How in the world do you convey empathy and care in a written document that may or may not be read in the time frame, mood or light in which you write it?
Be sincere and imagine you are the recipient, the reader of the intended email. This does not mean you write the way you read, rather it means writing with consideration of how the reader will likely receive the message.
Since this is not a column on psychoanalyzing someone, nor will it ever be, here are four tips:
Start with the subject line.
⢠Make the subject interesting.
⢠Note if there is a due date or urgency (true urgency) and use of RESPONSE REQUESTED by DATE.
⢠Keep the subject short and concise.
⢠Change the subject line if the information or message content changes.
Meet the recipient with a greeting and their name.
⢠Saying something like âHi, Steve!â or âGood morning, Juanita!â leads with feeling.
⢠Skipping the greeting, or using only âHeyâ or their name âBobâ is better than nothing, yet adds no point of connection or personalization.
Start with something other than the word âIâ in your first paragraph. This allows for the reader to know the message is for them and not simply about you or from you. The difference in writing âI am reaching out to say thanks for our meeting yesterdayâ and writing âThank you for making time to meet yesterdayâ is the difference in your perspective and the recipientâs time/interest.
⢠Avoid âSee attachedâ or âPer your requestâ as your full message, as those are cold and distant.
⢠Skip the âSee belowâ messages that are time consuming for the recipient to figure out and show little thought about the recipientâs take on you, or your approach, as the reader has to read through your signature and back through to the original message with your edits. Instead, copy and past, the questions asked and answer them in your email directly.
⢠Use punctuation for flow and the reader to know where, minimally, to stop and start, as well as share your thoughts without simply being âtrain of thoughtâ typing.
After sharing your ideas, or requests, in the body of the email (briefly and with bullets when possible), close your email by owning the follow-through. What is that? Itâs sharing a message such as âConsidering you may have a full schedule should we not be in touch this week, I will happily call you next weekâ instead of âLet me know your thoughts this week.â The former close is positive and lets the reader know they can reach out, or not, and that you are going to be good either way.
Whether you use this language, or this approach, exactly, engaging in an empathetic exchange via email can be done with some forethought, purpose and perspective as you realize peopleâs inboxes are filling and yours is one they will likely want to read.
Debbie Lundberg is the founder and CEO of the Florida-based firm Presenting Powerfully. An 11-time published author, certified virtual presenter, certified life coach, certified leadership coach and certified image consultant, she is a performance coach who co-hosts the Business of Life Master Class podcast. Her latest book, Remote Work Rockstar, has become a guide for working and leading virtually.