Email Templates let you send insanely fast automated emails right from your Gmail compose window. With this feature, emailing has never been so efficient. But with great email power comes great responsibility to maintain an authentic voice in your sales emails. When you’re on a roll sending hundreds of emails a day or you’re entirely new to the Email Template game, it can be easy to sound less than authentic.
Make your email templates genuine and personalized, while not sacrificing valuable time with these helpful tips.
Be direct and straightforward
Writing that important cold email to a big potential client can be a daunting task. Will I sound too informal? Am I saying the right things? Am I writing too much?! Take the time to read your emails out loud before clicking send. If it clocks in at over a minute, cut out the junk.
A good rule of thumb: if it sounds uncomfortable in your own voice, it probably is. Try not to overdo it in language or over-complicate your words — there’s no need for synonyms here when a simpler word will do. It’s best to communicate directly and clearly to make the most of your readers time (and your own). With cold emailing, simplicity is the key to successfully delivering your message.
Make a formula for your Email Templates
With any email, it’s good practice to have a formula in place that helps you get a message across or achieves a set goal. It might be helpful to even write out your formula on post-it notes by your computer, so you’re reminded to stick to your steps.
You might want to begin with subtle flattery fused into a pitch. Perhaps they’re an industry influencer and you would love to pick their brain.
Next, credibility and benefit. Briefly mention who you are and what you can do for them. Assume the reader receives triple the amount of emails you get on a daily basis. People don’t have time to ready essay long emails, so you should quickly get to the point.
Then comes the call to action: this is your chance to propose a meeting, arrange a Skype call or Google Hangout. Perhaps you’ve already worked on ways you can help the company increase their sales with your services — mention this! You’ve done your homework — don’t be afraid to show it.
This formula is nothing new to most sales people. Regardless, it’s generally the most successful and straightforward way to go.
Find your voice — what’s your email style?
Much like the meeting you hope to land, be your professional self when communicating via email, too. Think about your voice and your writing style when you automate your templates. Are you more casual or do you prefer a traditional tone in your interactions? Maybe you like to throw in some humour or instead you prefer to include numbers and facts to support your points. Whatever your style may be, always be friendly and personable.
Be human. Seriously.
Maintaining a casual and personable tone in your emails is essential to ensuring authenticity and professionalism. After all, templates take the copy and paste out of email, so you want to avoid sounding like a robot.
Use figures of speech you might use in person; people can usually smell the phoniness of a copy and pasted impersonal message. And, idioms are your friend. It might be helpful to use them where applicable: beat around the bush, throw in the towel, burn the midnight oil, just to mention a few.
Don’t edit your Email Templates in a hurry
Hitting send on your template email is gratifying and fast! But like any email, take the time to read through and edit your email template before you save it. Be cautious of missed typos, incorrect use of “than” and “then” or “too” and “to”, and blanks in your template that you forgot to type in. Nothing screams unprofessional more than a greeting like “Hi (insert name of sales manager here)”.
It’s easy to miss a lucrative opportunity or lose a connection because of a bad typo. Avoid this by resisting the urge to instantly click send and read through your emails out loud and in your head (no matter how busy you are, it’s imperative that you make time for this). Then, read your email from bottom to top; this prevents you from auto-filling in correct spellings/grammar in replace of typos.
With Email Templates, you only have to write it once so make sure it’s perfect.