Knowing how to write a formal e-mail to a customer can help you a lot to close sales and partnerships. E-mail is one of the most efficient ways of communication.
Many people defend that with the growth of social networks and WhatsApp, e-mail will be outmoded, however, e-mails are used until now, even with all those social media available today.
This happens because the e-mail format is more open, and it makes possible the migration in a simple way.
The e-mail won’t be replaced in the future, even though fewer people are using it, the e-mail existence won’t be affected.
In this post, you will learn how to best write a formal e-mail to your customer, to close more partnerships and sales.
Creating a professional e-mail
At the beginning, some enterprises are a little improvised, and then it may happen to create an e-mail using free webmail such as Gmail from Google or Outlook from Microsoft.
As time goes by, your business will start to grow and it’s essential to implement some tools to enhance more the sales, productivity, and authority.
One of the tools that will show more authority of your business is a professional e-mail. A professional e-mail is when you have the name of your brand after “@”. Your e-mail address would be like this: [email protected].
Some website hosting platforms, like Hostgator, offer this kind of professional e-mail, with a customized address.
How to write a formal e-mail to a customer
Knowing how to write a formal e-mail to a customer can help a lot your company. You cannot just write an e-mail anyway. The customer is vital to any business, that’s why he/she must be well-treated.
In order to make it easier, we prepared some important steps, so your e-mail is not ignored and be answered by your customer.
1 – Fonts
Most of the webmail services come with standard fonts that are adapted for more intense readings. Choose the most traditional fonts like “Time new Roman” or “Arial” and avoid different fonts like “Comic Sans”, they can jeopardize the reading experience of your customer.
2 – Define the main subject
When sending an e-mail, avoid talking about many things in detail at the same time. In the first moment it can seem weird, because if the e-mail is mentioning many topics, it might be the opportunity to solve them at once.
However, the opposite will happen, instead of making the communication easier with several topics, all this information can confuse your customer, which in that moment that will be unnecessary.
3 – Presentation
If it’s the first time that you’re sending an e-mail to your customer, prepare a brief presentation, so the person will know who he/she is talking to. This presentation must be at the beginning of the text, in the first lines.
4 – Be objective
It’s important to pay attention to the size of your e-mail, because depending on what you want to mention may be a long message. How people have less time nowadays, the size of the e-mail may not motivate the customer to read it.
The message doesn’t need to be too short but needs to be straight to the point, explaining the purpose of the e-mail in a very objective and uncomplicated way.
5 – Be clear
When using written communication, you need to be very clear in the message that you will send.
● Avoid acronyms and complex nomenclatures to not make your message confusing.
● Watch your punctuation, to not make a goof and jeopardize yourself.
● Don’t be too repetitive, it can become the reading tiring.
6 – Conclusion
As soon as your e-mail is already written, it’s time for a conclusion. At this moment you must summarize what was said.
Conclude with words such as cordially, best regard, gratefully, best wishes.
If your e-mail is not configured with a signature informing your name, position, or contacts, put this information at the end of your message in case your customer wants to reach you.
7 – Reviewing
This is important to avoid spelling mistakes and gaffes. If it’s possible, ask for another person to read your e-mail and check if there is any mistake. If no one is available at that moment, revise the text some moment later, so your eyes won’t be “addicted” and skip some basic mistakes.
If your message has attachments, double-check if they were attached correctly. It’s quite common for people to forget to attach the file, which can jeopardize your image to the customer, depending on your niche.
Some people receive a lot of e-mails, and they need to be motivated to open your e-mail, that’s why you need to be creative to create the subject.
Being formal doesn’t mean that you cannot be creative. Do whatever it’s possible to create curiosity, so your customer opens your e-mail, otherwise, you can be ignored, even if the content is incredibly good.
The e-mail subject is like a label, that’s why you need to call the attention of the receiver.
With this little information, you already have a good base to write a formal e-mail to a customer. This will make you have a higher response rate, and consequently, increasing your customer base.
A well-done communication can bear a lot of fruits to your business. Performing fast attendance will improve more your customer satisfaction. Have you ever thought about how to streamline your service? Know what FAQ is now.
Did you like this post? Have your e-mails ever been written this way? Leave a comment and share your opinion with us.
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