Email Sense and Sensibility for Writers
For writers, email messages are not merely a communications mechanism, they're also the way to get more writing clients, keep all our clients happy, and make much more money.
Unfortunately, very few people use email effectively -- and I'm not merely targeting writers here, this applies to everyone online. It even applies to individuals and companies which make the greater portion of their income online... Go figure. :-)
Let's look at ways in which you can not only get your email messages read, but which will also create an impression of confidence and professionalism, as well as inspire trust in your recipients.
1. Think from the point of view of your recipients
I receive over 400 email messages most days. This is average for anyone who operates online. Some people receive many more messages than this. A mass-market magazine editor I know receives over 1000 messages a day.
To avoid being overwhelmed when you're dealing with volume, you resort to triage. For example, I scan the senders and subject lines and batch-delete anything I don't want, don't have time for, or which is obviously spam.
I also have filters in place, so that messages from SYWON students are sent directly to a SYWON folder, and messages which are obviously from writers are sent to folders which Julia manages.
Therefore, since your recipients will judge the value or otherwise of your messages strictly on the sender and subject line, it's vital that you give some thought to this.
Tell the recipient exactly what your message is about in the subject line. For example, if you're sending a magazine query, the subject line should consist of: "Query: ___________ (the title of your article)".
2. Never ever assume that the recipient knows who you are
In the first few lines of your message, introduce yourself. Yes, do this even if you've corresponded with the recipient in the past. Remember that everyone struggles with the volume of email messages they receive. Unless you're a close personal friend, or are otherwise important to the recipient, it's unlikely that they'll remember you instantly when they're focused on clearing their Inbox as quickly as possible.
You could write:
I'm _______(your name.) I spoke to you at...
I'm _______(your name), and I'm sending you a query for __________ (magazine, website)
I'm a __________ (a writer, a freelance writer) and I'm writing because _______ (your reason for sending the message)
Telling the recipients who you are even applies when you're sending out bulk emails to a list -- say your client list. Take the time to introduce yourself in the first paragraph, or use email stationery which clearly states who you are in the first few lines.
3. Keep messsages short, BUT do include everything the recipient needs to know
When it comes to email, shorter is always better. However, while keeping your messages brief, take a few moments to frame each message you write, so that the recipient knows why you're writing, and exactly what you want him/ her to do.
4. Make it easy for the recipient to respond
The easier you make it for your recipients to respond, the more likely it is that they will.
When you're dealing with your writing clients it's especially vital that you give them a choice of ways to get in touch. Include your landline number, and cell number too. People who aren't writers are usually happier talking than writing. :-)
Email is a powerful tool, but it's also a royal pain. Use these simple tips to ensure that your messages are read with pleasure, and that you get the responses you want.
