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How can you write emails that connect with everyone?

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Email is one of the most common and versatile forms of communication in the modern world. Whether you are writing to a colleague, a client, a friend, or a stranger, you want your email to convey your message clearly, respectfully, and effectively. But how can you write emails that connect with everyone, regardless of their background, personality, or preferences? Here are some tips to help you craft emails that will engage and impress your recipients.

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Arina Torop

I write sales pitches to win $1M+ projects | Workshops as a freelancer:??LinkedIn for Personal Branding ??Technological…
Uday Simha Prakash

1 Know your audience

Before you start typing, think about who you are writing to and what you want to achieve with your email. What is their relationship to you, their level of expertise, their expectations, and their needs? How formal or informal should you be? What tone and style should you use? How much detail and context should you provide? Knowing your audience will help you tailor your email to suit their interests, goals, and preferences, and avoid any misunderstandings or miscommunication.

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An Ly-Tampere

Empowering Purpose-Driven Book Coaches to Build Thriving, Impactful Businesses.
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If you are writing a cold email, focus on your customer persona. This does not only imply knowing their professional activity but also details such as where they live, their age, etc. This will allow you to be more productive with your time and get more valuable leads to reply. For example, you target suspense writers in the USA between 40 and 50 years. Consequently, you will only outreach to these people and not a romance writer in India in their 20's.

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Sultan-Uz-Zaman Makhdoom

Struggling To Get Clients? I'll Do The Research And You Reap The Benefits | My Aim's To Create Content That Converts | Remote List Writer | Direct Response Copywriter | Scriptwriter | Swell Bloke
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Is your target someone who's formal online? Is your target a young adult who's comfy with using slang? Humanizing your target can help you convey your message better. Stereotyping people isn't great, but sometimes it actually works when it comes to writing emails. You can try talking about nostalgic things that draw your target's attention, so they put their guard down. For example, I would probably try talking about a show like "The Office" with someone my age. It works fairly well when you're emailing managers. If I'm talking to someone born in the 2000's, my goal would be to converse in a way that won't drain them. Quick, short sentences with emojis.

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2 Use a clear subject line

The subject line is the first thing your recipient sees when they receive your email. It should capture their attention and give them a reason to open and read your email. A clear subject line should summarize the main purpose or topic of your email, and indicate the urgency or action required. For example, instead of writing "Update", write "Project status update and next steps". Avoid vague, generic, or misleading subject lines that might confuse or annoy your recipient.

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Uday Simha Prakash
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A clear succinct subject line that is not clickbaity but catches the attention of the intended recipient. Make sure there is some sort of personalisation and even a CTA if possible. "In continuation to our call last evening : next steps to take" "Mr MNC the CEO of ABC shared your contact : we have helped him with XYZ"

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3 Structure your email logically

A well-structured email will help your recipient follow your message and understand your main points. Start with a friendly greeting and a brief introduction that explains who you are and why you are writing. Then, organize your email into paragraphs that each cover one idea or topic. Use headings, bullet points, or numbers to break up long or complex texts and highlight key information. End with a clear conclusion that summarizes your message and specifies the next steps or actions, if any. And don't forget to sign off with a polite closing and your name.

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Arina Torop

I write sales pitches to win $1M+ projects | Workshops as a freelancer:??LinkedIn for Personal Branding ??Technological Storytelling | What else? Copywriting ?? Career Coaching ?? Community Management | Empathy | Memes
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Show clarity of mind / explain the WHY. Make sure your reader can follow the logical sequence of events that led you to reach them. For example, explain that you tried to find a solution on your own, or outline the context of your request and why they are the ones that can best help. Influence tip: articulate the advantages of following your request and make your story compelling.

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4 Write clearly and concisely

One of the most important skills in writing emails is to write clearly and concisely. Your recipient is likely to have many other emails to read and respond to, so you want to make your email easy to read and understand. Use simple and direct language, avoid jargon and slang, and explain any acronyms or technical terms. Keep your sentences and paragraphs short and to the point, and avoid unnecessary or redundant words. Proofread your email for spelling, grammar, and punctuation errors, and use a tool like Grammarly or Hemingway to check your readability.

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Arina Torop

I write sales pitches to win $1M+ projects | Workshops as a freelancer:??LinkedIn for Personal Branding ??Technological Storytelling | What else? Copywriting ?? Career Coaching ?? Community Management | Empathy | Memes
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Keep the email short and sweet. If someone needs to scroll down to read your full email, it’s too long. One email = one request. The easiest way to not get what you need is to ask for multiple requests in one email. Keep each email to one key question or request.

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5 Be respectful and courteous

Another essential skill in writing emails is to be respectful and courteous to your recipient. You want to show that you value their time, attention, and opinion, and that you are willing to cooperate and communicate effectively. Use appropriate salutations and titles, address your recipient by their name, and express appreciation and gratitude when appropriate. Avoid using all caps, multiple exclamation marks, or harsh or rude language that might come across as shouting, demanding, or insulting. Use positive and polite words, such as "please", "thank you", "sorry", and "I appreciate". And always end your email with a call to action or a question that invites a response or feedback.

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Arina Torop

I write sales pitches to win $1M+ projects | Workshops as a freelancer:??LinkedIn for Personal Branding ??Technological Storytelling | What else? Copywriting ?? Career Coaching ?? Community Management | Empathy | Memes
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Maintain a warm and polite tone. Introduce yourself to unfamiliar colleagues, and use a polite tone throughout. Influence is the best way to get what you need. Formal authority doesn’t work in the long run, anyway.

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6 Add a personal touch

Finally, one of the best ways to write emails that connect with everyone is to add a personal touch to your email. A personal touch can make your email more human, friendly, and memorable, and help you build rapport and trust with your recipient. You can add a personal touch by using your recipient's name, mentioning something you have in common, sharing a compliment or a joke, or adding a relevant emoji or gif. However, be careful not to overdo it or to use a personal touch that might be inappropriate or offensive. A personal touch should enhance, not distract from, your message and purpose.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Arina Torop

I write sales pitches to win $1M+ projects | Workshops as a freelancer:??LinkedIn for Personal Branding ??Technological Storytelling | What else? Copywriting ?? Career Coaching ?? Community Management | Empathy | Memes
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If you’re emailing multiple people, highlight what you need from each. Are some people copied for FYI? Are others copied because they need to take action? Make sure everyone knows what’s expected of them.

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How can you write emails that connect with everyone?

1

2

3

4

5

6

7

1 Know your audience

2 Use a clear subject line

3 Structure your email logically

4 Write clearly and concisely

5 Be respectful and courteous

6 Add a personal touch

7 Here’s what else to consider

Writing

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How can you write emails that connect with everyone?

1

2

3

4

5

6

7

1 Know your audience

2 Use a clear subject line

3 Structure your email logically

4 Write clearly and concisely

5 Be respectful and courteous

6 Add a personal touch

7 Here’s what else to consider

Writing

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感谢您的反馈

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