^#285

Building Blocks of Email Communication

Email is often where a communication breakdown can occur.  In all the rush of the day, you may send out an email with valuable information such as a CMA, or details for a property.  But you forget to identify yourself, or you otherwise lose your reader within the body of your email.  If someone doesn’t recognize your email address, or doesn't find value in what you've sent, they may just delete your email.  Losing a prospect can happen that fast.

Identity Crisis?

When you don't include your information at the end of every email, you are forcing your prospective client to work harder to contact you.  They might have to search their sent items to find your address, go through folders of your emails to locate that phone number, or email you again to ask for that information.  Make it EASY for them to find and contact you.

Here is a sample email signature to get you started:

Please feel free to contact me with any questions or concerns, I would be happy to assist you!

Joe Agent
Real Estate Company
888-456-7891 - Toll Free
777.789.9639 - Direct
777.258.9638 - Fax
JoeAgent@MyAASite.com - Email 

Changing the way you think about Real Estate!
Visit my website http://www.aademosite.com

The signature above lists the name, company, phone numbers, and a simple message regarding what they do.  The recipient can also click on the website link to find out more information.

Keep it to the Point

When composing an email it is necessary to stay on topic.  If you keep to your subject matter you are more likely to keep the attention of the reader.  When replying to an email, be sure you aren’t asking questions that have already been answered.  Also be sure to stay on that email topic.  If you need to discuss something else with the sender of that email, send a separate message.  Remember to keep your ‘Subject’ line on topic as well; this is like the ‘title’ of your email.

Don’t Lose and Confuse

An email that is full of grammatical and spelling errors is difficult to read.  If your sentences aren’t properly punctuated, etc, you will lose and confuse your audience.  Utilize the spell-check feature prior to sending any emails.

Don’t be Hasty 

Let’s face it, it’s hard to please all of the people all of the time.  Emails are not going to all be pleasant.  Don’t be hasty; never send an email in anger.  If you are upset and need to get all of your thoughts composed, open a Word or Notepad document on your computer and type everything there (if you type it in your email, you may accidentally send it and regret it later).  Then, let yourself cool off, come back to the document and make it appropriate for sending.  Then paste it into an email or reply email and send it.

Privacy Privacy Privacy

Sending an email to multiple recipients that may not want their email address shared with your other readers?  Use the BCC (blind carbon copy) option.  BCC means that a copy of a message will be sent to each recipient without their addresses showing on the message for all others to see.  CC means that all email addresses will be visible to others; it is frowned upon to use this option, especially for professional emails.

DON’T SHOUT!

Typing in ALL CAPS is considered shouting in an email.  CAPS should only be used for emphasizing certain words.  It’s best to avoid CAPS completely by using another means of emphasis, such as italicizing, underlining, or bolding text so that nothing in your email is misinterpreted as shouting.  READING ALL CAPS IS ALSO HARD ON THE EYES AS YOU CAN SEE…so be considerate and use proper capitalization.

Email is for Humans

Email is meant to be read by another person on the other side.  Don’t write as if a machine is receiving your email; write polite and concise messages to effectively communicate.

Printer-friendly version of this Marketing Tip (article only, no graphics)

Advanced Access
8101 East Kaiser Blvd, Suite 300 Anaheim, CA 92808
Toll Free: (866) 518-1571
Monday - Friday, 7:00 am - 6:00 pm (Pacific)
Saturday & Sunday, 7:00 am - 4:00 pm (Pacific)
Email: Support@AdvancedAccess.com
Website: http://www.AdvancedAccess.com

Back to Main Page