Why You Should Stop Writing Emails That Sound Like Emails

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Without a doubt, writing best emails is the most effective way to reach influencers. A survey by Good Technology revealed the average American first checks their emails at 7:09 a.m., 50 percent check their work email while still in bed, and 69 percent will not go to sleep without checking their work email.

Consequently, email communication is evolving. Today, emails tailored from templates are frowned upon; business partners are welcoming more personal messages similar to networking conversations. Nobody appreciates reading a run-of-the-mill email first thing in the morning or right before they go to bed. We want to connect with real people and authentic brands.

Here are 7 ridiculously simple ways to make any email more personal

1) Simulate having a short conversation

Pull up your business partner’s profile picture from Twitter or Linkedin and place it to the right or left of a word document while you write your email. Pretend to have a conversation. This will help you to avoid using worn-out phrases like “hi” and “sincerely.” In a real conversation most of us say “good morning” or respond with “John, good to see you;” and, we never ever say “sincerely.”

2) Give first – take later

Unless your email is a first contact email find a reason to thank the recipient, for instance, by writing “Thank you for sending...”

If nothing else comes to mind you should always assume that your recipient responded as quickly as possible and thank them for doing that. This will encourage your recipients to respond even quicker in the future because they notice that you value their efforts.

3) Avoid the word “I” like the plague

Using the word “I” too often will turn any email into a me-mail. Nobody enjoys talking to egocentrics. Therefore, look for opportunities to replace the word “I” with “we” to point toward team building efforts and team spirit.

If you absolutely have to use the word “I”, never do it at the beginning of a sentence. After writing a first draft, add adverbs to “soften the impact” of the word “I.” A few examples are: “Certainly, I will...”, “Unfortunately, I can’t...”, “Obviously, I’d rather...”, and similar phrases.

4) Section your email into paragraphs

Have you met people who talk without taking a breath, at networking events? It is exhausting to listen to them. They give you no room to think about what they say, or to ask a question.

Avoid making a similar impression by sectioning your emails into paragraphs, for easier understanding and faster decision making.

5) Use links and attachments

If you were to meet with your business partner in person you would give him a brochure or an information package, but you would not read the content of this material to them out loud. Create that same effect by keeping your email concise and attaching all relevant information instead of presenting it in the body of your email.

6) Always check if you spelled the recipient’s name correctly

This sounds banal, but anybody whose name has more than four letters knows that people misspell others’ names.

More than 100 years ago, Dale Carnegie told his students that people like hearing their own name best. Equally, misspelling a person’s name in an email could be considered a cardinal sin.

7) Set the stage for the arrival of your email

Remember that Linkedin profile picture or Twitter picture I suggested to pull up when you started writing your email? Before you send off your email, re-tweet or share one of your recipient’s postings, so they can see that you care about them and their business, on all platforms.


Only 20 years ago, business people had conversations and also wrote business letters. Our increased mobility led to these originally two different forms of communication morphing and evolving. It’s time to throw away old fashioned templates and network-email!

Follow Gisela Hausmann on Twitter: www.twitter.com/Naked_Determina

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