From ordering and billing to contracts and announcements, email remains one of the most efficient ways to complete business transactions. Although it has many advantages over traditional methods of correspondence, email seems to fall short in terms of making that human connection that we can through phone calls, face-to-face conversations, etc. Further, the tone and meaning of your emails are open to interpretation by your recipients.
A growing number of organizations are making the mistake of using canned emails in their marketing campaigns. However, the most successful email marketing strategy is one that sounds human. It’s essential to create personalized messages to new, existing and repeat customers. If you want to make a stronger connection with your clients, colleagues or customers, then all it takes is some basic etiquette.
For instance, do your emails provide a greeting? It’s important to start any online discussion with a pleasantry such as “Hello” or “Good Morning” to set a personable tone. Emails are nothing more than words on a page when they lack your character. You can create the illusion that you are talking directly to your recipients by introducing yourself upfront. Don’t forget to close with an individual email signature rather than the company name.
Word choice is crucial anytime that you compose emails. Remember, the people reading your emails can’t see your facial expressions, so it’s easier for some messages to get misconstrued. For example, sarcasm is better understood when people can hear your voice and see your facial expressions. Type the way you talk, and always account for the feelings and circumstances of the people receiving your input.
Even though it’s tempting to capitalize all of the letters of some words, it’s the equivalent of shouting instructions at a person. Although you want to sound more human, don’t allow your emotions to cloud your judgment. Use restraint when necessary, and avoid sending emails to people you are disgruntled with.
Whether it’s texting or emailing, not everything can be solved using digital communication. There will always be instances when face-to-face interaction is required. Perhaps the best way to sound more human is by simply knowing when email is appropriate and inappropriate to use. For instance, emailed apologies lack sincerity and humility, thus should always be done in person. The same goes for canceling a commitment. It’s common courtesy to pick up the phone to show people that you’re not making up excuses and care about their feelings.