Saturday, August 7, 2010

10 Do’s and Don’ts for More Professional Emails to Prospects

What happened to complete sentences?  Email communication has become fragmented with misspelled words, punctuation errors and capitalization faux paux's everywhere.

In our daily communication between co-workers, friends and customers, sometimes a fast response is more important than proper grammar. In fact, after establishing rapport, most people allow themselves to become careless in their written communication. 

With emails to prospective new customers, this casual negligence can be disastrous. The ideal prospect email communicates that you are professional, intelligent and articulate. It says you are worth their attention and response. Misspellings, grammar and other errors make you look unprofessional and unprepared.

Here are 10 tips for creating an email message that will leave the prospective customer with a positive impression of you and your company. 

1.    Limit paragraphs to 3-4 sentences.
2.    Leave a blank line between paragraphs instead of indenting.
3.    Write in complete sentences that include a subject and a verb.
4.    Use commas. And use them correctly.
5.    Look up the definition of a questionable word before using it. Use words correctly.
6.    Don’t write words in all capitals. Just don’t do it.
7.    Use standard formatting including salutation, body, valediction, and signature.
8.    Ask someone to proofread it before sending.
9.    Triple check your punctuation, spelling and grammar.
10.    If necessary, use common emoticons to help communicate your intended inflection in an email.

Don’t frustrate prospective customers with short, choppy messages. Get a better response from prospects by using these professional communication techniques. You are guaranteed to see more signed proposals and more productive sales with better communication.

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