How To Write Clear Emails Your Clients Will Love

Here are some tips that will make your emails to clients simple to read and easy to understand.

If only all emails in the business world were like this...

1. When referring to work on that's on the web provide a link to the work e.g.

We have finished the changes and you can see them at http://www.mywebsite.com/

Add the link even if you think its obvious. It will save the client time trying to work out what you are talking about.

2. Take a snapshot of the work on the page you are referring to and highlight changes with a box and an explanation (I use FastStoneCapturehttp://www.faststone.org/FSCaptureDetail.htm for capturing my screen and adding notes):

This is the core piece of this email and yes, it takes bit of time. All of one minute or less using a decent screen capture tool. It eliminates ambiguity and means the client can probably respond without even checking the link.

3. Sign off with a signature that contains all your possible contact details:

Please let me know if you have any changes.

And have a nice day :-)

Petras Surna
Yart Pty Ltd

Email: petras.surna@yart.com.au
Skype: petras.surna
Web: www.yart.com.au
T: +61 3 8685 8718 | M: 0412 063 453

I am amazed how often people don't include their contact details in emails. Its annoying to have to work out their phone number and doesn't do too much for their branding.

4. When receiving emails from clients, always be the last to end the correspondence chain and state when you will action it:

Hi John,

Thanks for your email. I will have those changes to you by Friday.

And have a nice day :-)

Petras Surna
Yart Pty Ltd

Email: petras.surna@yart.com.au
Skype: petras.surna
Web: www.yart.com.au
T: +61 3 8685 8718 | M: 0412 063 453

If you don't write this email the client may not be sure you even got their email. This often results in a second email asking if you received their original email. How messy. Adding a date by which you will action this email allows the client to plan any business issues around your delivery date.

                                  **************************

Now let's now look at an email that gets all these points wrong:

Dear John,

I have made the changes you asked for.

Regards

Petras

This is the standard email I often see in my inbox and it is so annoying. It requires:

• The client to work out what you are talking about.
• Opening a browser to figure out what you have done and check it.
• And if the client needs to call you they need to grope around looking for your number.

So please be nice and go the extra mile so your clients don't have to :-)