In this digital world, it is a fact that most meaningful sales and business relationships begin with an introductory e-mail. However, many of us skip the “introduction” part of the email altogether. The goal of an introductory e-mail is to create value for all the participants. While business transcription services provide a helping hand for firms with their documentation of corporate meetings, interviews, and client letters, businesses have to deal with their emails themselves or may have to use an Email management system. If your email is of no value, there are chances that they will leave it unread or remove it from their inbox. There are developed methods that make e-mail more impactful and less burdensome for everyone involved.
Also, if you are introducing two people over email, there are ways to do it. You may know two parties, whom you should get to know each other. They may be busy and so make your email introduction easy for them to take action and quickly decide if it makes sense to get to know each other. The worst introductory emails make busy people dislike to respond to someone who they don’t know and aren’t sure why they’re being introduced to them.
- Focus on your subject line – Pay attention to what you include in the subject line, so yours has a chance of getting opened. Be specific. Let them know who you are. A proper, professional subject line helps the reader get an idea about the topic and decide whether to open it or not. For a formal introduction, never use subject that reads, “Hi, It’s X”. Instead use headings like “Y Recommended I get in touch with you” or “About xy.com content”. If they were the one to contact you first, simply hit “reply” so they get an “RE:” response.
- Greeting should be warm but professional – Picking a proper greeting is crucial. Before choosing one, consider who your recipient is and whether the email is formal or informal?
If you are contacting them first, choose Mr. /Mrs. /Dr. until instructed otherwise
If they contact you first, greet them using the same name they used to sign their message
The opening paragraph should explain who you are. Provide clear reasons as to why you’re E-mailing them and show that you realize their needs. Also, in the first sentence, let them know that you’re glad to speak with them.
- Use natural voice to build trust – Be clear and concise to explain why you are writing this email in the first place. Never use marketing jargons to list the benefits of your service or product. Add real stats like the number of firms that gained benefits from your service than just saying that “We offer reliable services”. Provide references that points out what makes you the right person in offering this solution.
- Add a call to action to end the mail – Provide an option for the recipient to take action, if they are interested in your proposal. Invite them to contact you or provide phone number. You can add “I look forward to speaking with you” or “I would need to hear from you by Friday” or “Please email me back with your thoughts”.
Emails that are sent as voicemail messages are often documented using media transcription. Make sure to send introductory e-mails only to a single recipient at a time. If send for more like five or six people, each will assume that the other one will respond to it, resulting in delayed response. Following up is another thing you can do after making an introduction. Follow up helps to find out if the relationship worked out and whether your e-mails succeeded attracting your targets.