Win Your Clients With Quality Emails

Quality Emails?!? You might be thinking what do I mean by quality emails and why Quality Emails? So to know about it, let’s continue reading 🙂

When a bad email is sent to any client, you leave a bad impression about your capabilities.. If you have figured out that some task is not possible, then you can’t just bluntly tell your clients, “This is not possible.” without giving them any reasons. This will force the client to figure out by themselves as to why it’s not possible or to go to some other company to find a solution. And, if they do get a solution or suggestions from someone else, then they will never think of you again.

This is why writing quality emails is very important.

We spend a lot of our time writing emails. In fact, most of our communication happens via emails. Hence, we should give a thought about improving our writing skills. Well, do you really want to lose a client by writing a bad email? No, right? Then let’s have a look where we can improve while writing an email to clients.

#Detailed Explanation: Always remember, your client may or may not be a technical person. When you are writing an email to a non-technical person, you need to write details. Structure your email keeping in mind the following:

• Specify why you are writing the email.
• The main content.
• Solution, Conclusion and/or suggestions.

This will help the client to understand better where the problems lie.

#Quick Responses: What will you do if you have to reply to a client at the earliest but you require some time to discuss it with your team members or if you have other urgent work? Will you wait till you discuss this with your team or wait till you finish the other work?

All you will get by doing this is losing your client’s trust in you.

Whenever you know you will need time to revert back, you need to reply saying “I will take this up later, as …” or “I will discuss this with the team and get back to you at the earliest.”.

#Subject Matters: “Is this a spam email?” is the first question that comes to mind when you receive a questionable email. Well, the subject really matters.

When writing an email to the client, the subject should reveal how important your email and what is it about. For example: If you have some queries that need to be clarified, then your subject line should be “Project/Task Name | Queries about the form”.  The subject should reveal 30% of your email content.

#Periodic updates: Use proper format while sending periodic updates. Be precise. Let your client know what you have completed and what are you taking up next from your list of tasks and why. This will help the client understand the task priority.

#Is my email, HELPFUL?: Always ask a question to yourself before sending an email, “Will I be happy if I receive this email?”. If you would not, then how would you expect your clients to be happy?

The client rarely wants to know about the code or which framework you have used or which tools you have selected. Clients are really interested to see whether the outcome fulfills the purpose.

Give a thought to this. Check and Re-check your emails before sending it to your clients.

Below are few additional points on how to make your emails interesting and compelling:

• Group related matter in separate sections or paragraphs for ease of understanding.
• Use lists whenever required to make it easier to read.
• Avoid long questionnaires that need to be filled out. No one wants to do it.
• Use good grammar. Online tools are available for this purpose.
• Highlight the word or phrase that you want your client to focus on.

We need to always remember there are 2 options we are giving our clients when sending them an email

1. Stop reading
2. Continue reading

Let your client select the second option (Continue reading) by sending a good email!

Revie Lobo