First Impressions Last: The Dos and Don’ts in Emailing a New Contact

First-Impressions-Last--The-Dos-and-Don’ts-in-Emailing-a-New-Contact-

Using email for networking is widely common and generally acceptable nowadays. After all, email is among the primary means of business communication. It’s also not too intrusive as a phone call or as informal as a chat or text message. It also lets you lay down ideas and info in a concise and organized manner.

Emailing to establish a successful first connection is a hit-or-miss thing, though. Your email must stand out to be noticed. But it shouldn’t be obnoxious either. To help you create more engaging emails for new contacts, check out these dos and don’ts!

 

The Dos:


DO Have a Custom Business Email

Image Credit: Vectorstock.com


DO Have a Custom Business Email


A custom business email is way more professional than a personal email. Using your personal email to represent your business or company won’t be effective due to a number of reasons. One, the former makes you look unprofessional and cheap even. Your recipient might find it difficult to see you as reliable.

Also, a custom business email can help raise brand awareness. Check out this video to know how you can set up an affordable custom email with G Suite:

 


 

DO Know Your Audience

Image Credit: Vectorstock.com


DO Know Your Audience


Are you emailing a prospective client or a potential investor or partner? Are you connecting with a professional to invite them to apply for a job position? Knowing the professional background or status of your recipient will help you compose a good email. Can it be somewhat casual? Does it have to be in a strict business tone?

It’s also smarter to address your recipient by their title and first name. You should also relate the email to what they do. You can only do these if you get to know more about your recipient.

 

DO Write a Clearly Defined Email Subject


We receive a lot of emails on a daily basis. Your email will compete with a lot of other emails. A descriptive and clear subject line will differentiate your email from the lot and catch your recipient’s attention. Stay away from clickbait-type subject lines—they might make your email look like spam.

 

DO Stay Concise


Email length can be tricky to control. You want to add as much info as possible without boring your reader. You also want to be personable while remaining professional. The key here is to be concise. Tone down on the fluff. A brief, direct introduction should be enough, then go ahead with your point.

When sending a business introductory email, keep in mind that you’re writing to a busy person. They don’t want to spend a lot of time reading a lengthy letter. They might also be discouraged to reply, thinking that they also need to write an equally lengthy one and eventually forget about it.

 

DO Proofread

Image Credit: MSVMailers.com


DO Proofread


Before you hit that send button, read through what you’ve written. You shouldn’t let grammar and spelling errors ruin the letter you worked so hard to write. Leaving unintentional mistakes also sends the message that you don’t pay attention to details. They might also think that you didn’t care enough to polish your email before sending to them.

 

THE DON’TS


 

DON’T Send a Generic Email

Image Credit: Vectorstock.com


DON’T Send a Generic Email


Sure, you can use a template especially if you’re sending the same info to multiple people, but just use it as a guide. Make sure you still exert an effort to personalize the email.

 

DON’T Forget to Add a Signature

Image Credit: Vectorstock.com


DON’T Forget to Add a Signature


Using a business email signature also helps with brand awareness and recall. It’s also a quick way to provide your other contact details. Adding your photo in your email signature also gives the recipient an idea of what you look like—a picture paints a thousand words!

 

DON’T Send Big Attachments

Image Credit: Medium.com


DON’T Send Big Attachments


Downloading and viewing huge attachments is time-consuming. They may also come off as suspicious! If you really need to send or show files that are quite big in size, upload it somewhere else, such as in Google Drive. Then, just send the link to the doc or folder.

 

DON’T Respond Slowly

Image Credit: Grammarly.com


DON’T Respond Slowly


Your primary goal for emailing a new contact is to establish a connection. When you get a reply, there’s no valid excuse for you to keep your contact waiting for your response! If it happens that you’ll be on a holiday, set up an auto-reply stating when you’ll be back. And when you do get back, make sure you take care of your email.

 

Conclusion


It may take some practice to write flawless business emails that are both personable and engaging. But if you believe that you can bring real value to your new contacts and keep in mind these dos and don’ts, it won’t take long before you get used to it!

 


Share This Post
Facebook
Twitter
Instagram


Leave a Reply

Your email address will not be published. Required fields are marked *



  • More Articles