I was comparing different e-mail techniques with a friend just the other day.
The conversation prompted me to write down my e-mail process and to share it with you.
I (usually) go through seven points before sending any e-mail.
Take these tips for a spin sometime. I think you'll find them helpful in your future e-mail communications.
The (Almost) Perfect E-Mail: 7 Step Checklist
1) Did I check the spelling of the recipient’s name?
Sounds kind of obvious, but, hey – it’s important. And while I'm at it, I'll double-check the rest of the spelling and grammar in the e-mail.
2) Is the subject line sharp and precise?
Not only does a precise subject title help draw attention to your email, it helps the recipient find your e-mail quickly– without much hassle.
3) Did I answer the recipient’s question(s)?
Rambling off topic can happen easily!
4) Did I address any possible objections?
I put myself in the recipient’s shoes to reduce e-mail ping-pong.
5) Is there a next step?
It’s good to keep the ball rolling by including a next step (or two).
6) Include a P.S.
I read somewhere (forgot where!) that the P.S. is the second most often read part of a letter. Here are six awesome e-mail marketing powers of the P.S. from HubSpot.
7) Don’t send the e-mail immediately. Save it in the “Drafts” folder!
This is my favorite technique. Wait a few minutes (or hours) before sending your e-mail. The elapsed time gives you the distance you need to see your response a bit more objectively.
These are my favorite tips for communicating through e-mail.
What about you?
Do you have e-mail tips that help you communicate clearly and effectively?
Feel free to share them in the comments.
P.S. Check out the Email Charter by TED Curator Chris Anderson. It's a pretty cool idea.