Today, it's impossible to escape email in the professional world. It’s the number one means of communication. Whether you want to establish contact, send an application, or follow up with a client, mastering this complex art is as essential as a strong coffee on a Monday morning after a festive weekend.
Thanks to this guide, you will find all the tips and email examples to sharpen your writing skills and craft impactful messages that hit the mark in any situation.
Imagine: you find yourself in an elevator with a prospect you've been targeting for months. You only have a few seconds to say the essentials without boring them. You need to be clear, concise, and courteous. Well, writing a professional email is the same (or almost).
Here are some key steps to achieve this:
We don’t want to pressure you, but an email’s subject line often determines whether it will be opened or not. Think of the subject as a trailer: it should intrigue without revealing everything.
Be brief, impactful, and precise. A good subject line does not exceed 5 to 8 words and clearly sets the tone.
For example:
Bonus: Feel free to personalize with the recipient’s name or company, but avoid USING ALL CAPS and exclamation marks (!!!), or your message may end up in the digital void of spam folders...
A good first sentence sets the tone for the email. Basically, "I hope you're doing well" always works if you already know your recipient. Otherwise, get straight to the point: "I’m reaching out regarding..."
A direct sentence is always better than unnecessary detours.
It takes some tact to check in without being intrusive. Avoid direct questions like: "I hope your return to work is going smoothly." If you’re waiting for a response: "I just wanted to make sure you received my last email." And always remain courteous to avoid putting pressure.
In the (sometimes ruthless) job market, standing out is essential, especially when applying for a new position. Here’s how to write job application emails that make you more appealing to recruiters than a freshly baked pizza.
The goal here is to make the recruiter want to learn more about you, demonstrating both motivation and professionalism.
Sending an unsolicited application is like throwing a message in a bottle into the sea: you never know if someone will actually find it. To ensure your message gets noticed:
Still haven't received a response to your application and want to check in? Time to follow up!
When you apply, you want to know your fate as soon as possible. But timing is key! Too soon, and you seem impatient; too late, and your application might be forgotten. Wait a week before sending a message:
You can also offer to discuss further if the timing is right. This shows enthusiasm without applying pressure.
With a client, timing is just as crucial. Wait a few days, then follow up casually as if you were just checking in. Keep it brief to show you respect their time while staying available.
For a request that remains unanswered, use a light tone. The idea is to remind them politely without being overbearing:
Who hasn’t been stood up? A slightly embarrassing situation in life, even worse with a client! However, it’s often just an oversight, which can be avoided. Simply remind them of the meeting the day before with a casual message:
Foolproof.
Today, email campaigns are at the core of communication strategies for many businesses. But prospecting via email—especially in cold emailing—is almost like a magic trick: you must spark curiosity (and amazement) without revealing all your secrets. But not everyone is David Copperfield!
Here’s how to add sparkle to your emails.
To successfully establish contact, highlight something specific that will capture the prospect’s attention. The idea is to create a hook that directly addresses a need or problem they might have.
For example, start with:
By being direct but not revealing all your arguments right away, you pique their curiosity.
Present your services as an opportunity, not a hard sell.
For example:
By emphasizing the benefits for the prospect, you leave the choice open without pressure.
Writing informative emails is a balancing act: you need to inform without overwhelming your reader with too many details. Be engaging but not overly promotional. In short, communicate effectively without overloading your audience. Stay steady!
Here, the reader should immediately understand what you're offering, without unnecessary details. A promotional or event announcement should be short, catchy, and include a clear call to action.
For example:
Then, guide the reader with a clear link: "Click here to take advantage!"
And that's it!
Need to communicate changes that will directly impact your recipients?
As Jean-Claude Duss said in Les Bronzés: "I'm going to conclude." Just as important (if not more) than your introduction, here are the keys to leaving a lasting impression on your recipient.
Mentioning a personal or professional detail in your conclusion can make all the difference. Whether it's referencing a previous discussion or something relevant to the recipient, it shows that you took the time to engage with them or their company.
For example:
This kind of personal touch is always appreciated.
Who hasn’t forgotten to attach a file to an email? To avoid this and other mishaps, follow this guide:
Choosing an appropriate closing phrase is the final touch that ensures your email makes the right impression. So, it’s best not to mess up when signing off your email! Selecting the right phrase for your recipient and the nature of your conversation can enhance your message’s impact and demonstrate professionalism:
Finally, what sets apart John Doe from a Shakespeare of professional emails? Automatic signatures and banners! Letsignit allows you to create custom signatures that align perfectly with your brand identity, thanks to customization tools and centralized management. Enjoy consistent signatures that enhance your credibility with every interaction, whether with clients, colleagues, or partners!
Yes, with the 'Campaigns' offer, it is possible to track the number of clicks on the email signatures of all your employees in the 'Statistics' area of the platform.
You can then access a detailed or global view of the number of clicks on the email signatures of each employee. You can use the search option to target a specific signature or a given period. Finally, you have the possibility to export all statistics to an Excel document.
If you launch campaigns with banners inserted in your email signatures, you can also access their performance via this same space.
With Letsignit, you can easily add social network icons in your collaborators' email signatures and link to your company pages. Also, our "attributes" feature allows you to manage personalized URLs for each of your collaborators such as their individual LinkedIn profile.
And that's not all: you can add links to an appointment-setting application, allow your customers to leave reviews easily, and integrate our 'Chat on Teams' widget to let anyone start a discussion via Microsoft Teams chat.
It’s up to you! As an administrator of the Letsignit platform, you choose whether or not to grant modification rights to your employees. These permissions are managed on an attribute-by-attribute basis, which means that you can decide to allow the employee to change their phone number, but not the address of your premises, for example.
This feature applies to all attributes in your directory, including custom attributes created on Letsignit. When your employees change one or more attributes, your directory is obviously not affected.
It often happens that employees make their email signature their own: custom format, bad fonts, colors inconsistent with the brand standards... all of this has an impact on your brand!
A consistent visual identity is considered authentic and outperforms a perceived weak one by 20%. And, your customers are 2.4 times more likely to buy your products.
With Letsignit, take back control over your brand identity by standardizing all your email signatures. Our tool has many features that allow you to customize your signatures by department, by audience or by subsidiary. Not to mention the possibility of carrying out campaigns within your email signatures thanks to our Campaign offer.
What is the user experience like for our employees?
In both cases:
In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.
With our "multi-signature" feature, your employees can benefit from multiple email signatures. No technical manipulation is required. Thanks to our Add-in for Outlook or the desktop app, they can change their email signatures as they wish with just a few clicks.
Regarding the creation of email signatures, you can make several variations such as:
Everything has been thought of to go further in the personalization process based on the recipient of your emails.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
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