Trans4mind Home Page
~ A Journey of Self-Discovery ~

Explore Article Library


Effective Email Communication

By Adam Senour

Email, when used properly, can generate additional direct sales and leads; can be used as a tool to communicate with your existing client base to let them know of upcoming events which may affect them; and as a means of ongoing promotion for your business.

The following is a list of simple guidelines and tips that will help you become an effective email communicator. Please bear in mind that many of these guidelines assume that you have never established any prior dialogue and, as you become more familiar with your customers, can often be altered to meet your client's needs.

Send your emails in plain text. While HTML/rich-text-formatted emails do look much more attractive, they will often be accidentally blocked by anti-spam filters and either show up incorrectly or not at all in various email programs. Plain text, on the other hand, will show up exactly as intended in all email programs.

Include a signature of no more than four lines. Your signature should provide the recipient with a means to contact you other than email, and should mention your company name. A good email signature format will look something like this:

Mike Leblanc
Any Vacuum Cheap

Website: http://www.anywebsite.com
Telephone: (905) 509-1661

This signature provides not one, but two ways for a customer to reach you.

Note: Many people will put their email into their signature files. This is, however, unnecessary as the email itself can be replied to directly and the email address may be extracted from it.

Use common file formats for email attachments. There are a wide variety of formats for attachments; however, these formats are not universal and as such, many people cannot open various types of attachments.

The following is a list, in approximate order of universal acceptance (based on my own experiences), of attachments which are commonly accepted:

TXT (plain-text)

JPG/GIF (pictures)

PDF (Adobe Acrobat Reader)

DOC (Microsoft Word/WordPad document)

XLS (Excel spreadsheet)

Use short paragraphs. Try to keep your paragraphs to 50 words or less to ensure maximum readability.

Don't send unsolicited sales information/commercial emails. Unsolicited commercial emails, or spam, are becoming an increasing problem and many organizations are blocking, deleting, and in many cases reporting the senders of these emails to various anti-spam services and search engines in an effort to curtail the sender's efforts.

Use second person terms as much as possible. Words such as "you", "your", and "yours" personalize your emails, letting your customer know that you're thinking of him/her specifically.

Check your emails for spilling n' grammer...er...spelling and grammar. A minor typographical error in a lengthy email will generally go unnoticed, but a series of typographical, spelling, and grammatical errors will indicate a lack of professionalism and has the potential to cost you business.

Many email programs, such as Microsoft Outlook, include spelling and grammar tools to ensure that mistakes are kept to a minimum. If you do not have an email program with these tools activated, then alternatively you can open up your favourite word processor; type your email; check it for mistakes; and then copy and paste it into your email program.

Respond to all emails within 24-48 hours. If you cannot answer your customer's question in this time period, at least send him/her an email letting them know the status of his/her inquiry and that it is being taken care of. Some things do take longer than one day to resolve, and the vast majority of customers are very understanding of this, as long as they're kept apprised of the situation.

Depending on your level of familiarity with your customers, some of these rules can be relaxed and altered to meet their specific needs. However, adhering to these general guidelines will ensure that, more often than not, you will become an effective email communicator.

Adam Senour is the owner of ADAM Web Design, a leading web design and development company in Toronto, Ontario, Canada. Visit http://www.adamwebdesign.ca for more information on ADAM Web Design products and services.


AND EXPLORE...

Addictions
Astrology
Careers & Employment
Communication
Creativity
Dating
Depression
Diabetes
Diets
Divorce
Education
Environment
Ethics
Exercise
Family
Goal-Setting
Grief & Loss
Happiness
Health
Kids & Teens
Leadership
Love
Marriage
Meditation
Nutrition
Organizing
Parenting
Psychology
Public Speaking
Relationships
Schools
Self Help
Self Improvement & Motivation
Sexual Relations
Spirituality
Stress Management
Travel and Leisure
Women
Writing


From our extensive site, you'll find good info on many topics using this search:

Want to renew your life?

Our online, interactive video workshops present the most effective methods of holistic personal development...
Start off with a Free Life Assessment and a Free Consultation...
 

Have a question about Trans4mind Training?

Frequently Asked Questions
What Are Our Fees?
Email Peter Shepherd

Support your personal development with these popular and effective hypnosis downloads...

  • Public Speaking Fear ~ Banish speaking anxiety and nerves with hypnosis.
  • Motivate Yourself to Exercise ~ Build a powerful exercise habit that you can't break.
  • Get Rid of Fear & Anxiety ~ Stop worry and apprehension wrecking your life.
  • Self Esteem ~ Break the negative trance of low self esteem and give yourself a chance in life.
  • Create Your Own Reality ~ Use the power of your unconscious mind to transform your life.
  • Deeper Self Respect ~ Use hypnosis to connect with your true inner worth.
  • Detach From Fear ~ Tune out nervousness and anxiety with hypnosis.
  • Improving Concentration and Focus ~ Learn how to discipline, direct and command your mind to improve your performance.
  • Exercise Motivation ~ Give you powerful keys to getting back on track with your exercise - and staying there.
  • Overcoming Shyness ~ Provides an invisible security blanket allowing you to develop social ease and overcome shyness.
  • Quick Confidence Booster ~ An audio hypnosis session that's specifically designed to get you (quickly!) back on track.
  • Stop Negative Thoughts ~ Learn powerful hypnotic techniques to stop negative thoughts before they start.
  • Overcoming Procrastination ~ Let hypnosis help you get on with what you need to do, when you need to do it. Let nothing hold you back.
  • Think Thin ~ Use hypnosis to re-train your brain and lose weight naturally... that's how to get and stay slim.
  • Fall Asleep Fast ~ Relearn how to fall asleep fast and enjoy a good night's sleep.
  • The Next Level ~ Designed to radically boost your performance in any field. It's based on a technique used by top athletes and other successful people to help them make a big stride forward.
This is our selection of favorites, but there's a session for every need! Choose from over 800 Hypnosis Downloads...
Search now on an issue that interests or concerns you...
 

Welcome to the New Wave in Meditation Technology

Click here to learn more about the iAwake Profound Meditation Program
The iAwake Profound Meditation Program
is a way of enhancing your meditation practice, making meditation not only easier and more enjoyable, but also more efficient and effective.
Profound Meditation provides the smoothest, deepest, richest, most profound meditation experience available anywhere...
Here is a link to a free 20-minute track from iAwake Technologies - a sample of the type of tools that will deepen your meditation immediately and help you quickly become a successful meditator. It's the opening track of iAwake's flagship product, the Profound Meditation Program, called the iAwake Experience...
Learn More and Download the iAwake Experience
We think you'll find this technology a tremendous aid on your transformative journey of becoming your best and most creative self - and you can get started today!
And here's a fantastic resource for self-education...

The World of Inspiration eLibrary

World of Inspiration
A treasure trove of personal development wisdom

Step inside. Just like a real library, there are thousands of quality eBooks presented on three "floors" and in different "rooms." To purchase your $15 Lifetime Membership to the World of Inspiration eLibrary, click the following button:

Payment is made through our secure transaction agent, PayPal.
The transaction is in the language and currency of your choice.
"I want to just say 'WOW!' This collection is probably the best money I ever spent! I've already received many times over in personal enrichment after just 9 days. I've had a past metaphysical background, but even newcomers to this material will really benefit. Thanks again." ~ J.S. (Pennsylvania, USA)
"The collection is everything which you promised. And more! A superb contribution to the good of the world. Many thanks indeed." ~ R.P. (Georgia, USA)
"Just a short note of thanks for the library. I've only had membership for several days now but I already feel this is perhaps the most interesting compilation I have yet seen. Worth far more than the price of admission. The browser linked structure works well and makes it easy to manage such a large storehouse of information. It is rarely that I find something I like as much as this or that I feel strongly enough to write a note like this." ~ P.W. (Minnesota, USA)
Copyright © 1997-2016 Trans4mind Ltd