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12 Tips for Crafting the Perfect Email

Email tips

Distributing qualified leads with a powerful platform like PowerChord is the easy part - The hard part is following up with those leads enough times to close the sale. Especially, when studies show sixty percent of prospects say no four times before saying yes, yet, seventy percent of sales reps stop at one email. That’s a lot of missed sales. 

With eight out of ten prospects preferring to talk to sales reps via email over any other medium, email is hands-down going to be your best bet for conducting repeated follow-ups. But, not just any email will do. There is an art to crafting an effective email

Exceptional emails are personalized, informative, and engaging: the trick is achieving all three without being too wordy, unprofessional, or sounding like a regurgitated template. The following tips will help you craft the perfect email headed by a standout subject line.

  1. Think before you type

Consider the conversation before crafting the email. Envision yourself talking to the recipient. What is the goal of the email? What is it you want to say or convey? What is the ideal response or reaction you are hoping to get from the recipient?

   2.  Steal the subject line show 

A great email subject creates interest in as few words as possible. Great subjects imply a sense of urgency, create curiosity, pose a question or offer a solution. You could also personalize the subject using the company or recipient's name to let them know the email has been crafted with thought and consideration of their specific needs. 

  1. Introductions are important

Greet your recipient with respect using the proper salutation. Dear/Hi Mrs., Mr., Ms., If you are unsure, use the recipient’s first and last name. Then, introduce yourself. If this is the first point of contact, make sure to introduce yourself, title, company and the purpose of the email immediately. 

  1. Implement instant interest

Once the introductions are complete, dive into the issues your product or service solves. For example, address an issue the recipient may be facing and how your product or service is the solution to eradicating the problem. 

  1. Cut to the chase 

Keep it smart, short, and simple - Elaborate on the solutions promised in your opening in as few words as possible. Or, offer a story about how your product or service has helped other customers. 

  1. Be charismatic, considerate, and courteous

Avoid negativity at all costs. Do not bad-mouth past clients or the competition. Instead, focus on the positive aspects you, your company, and your product or service brings to the table.

  1. Trash the text-talk and talk-texting 

Using poor grammar is the fastest way to land your email in a spam folder. Avoid using pop-culture text speak; ur, nvm, rn, omg, lol…  Also, do not trust Siri to talk for you. Never talk text emails. Or at the very least, if you do talk text, proofread the email very well before hitting send. 

  1. Interpretation is imperative 

Are you trying to be funny or witty but inevitably coming off rude or arrogant? While it’s best to stick to the topic at hand and minimize jokes and informal statements, if you choose to be loose with your language, make sure you consider all possible ways your words could be interpreted.

  1. Avoid attachments unless asked

Attachments are the fastest way to get blocked by firewalls, end up in auto-spam, or have your email ignored out of fear of a virus lurking in the attachment. So unless you are asked for an attachment, avoid it.  

  1. Proofread and polish

Before hitting send, make sure the font is the same style, size, and color. This is surprisingly easy to do, takes a few seconds, and can make a huge difference in achieving a professional, polished look. 

EXPERT TIP: Highlight the entire email, then use your email’s font editing feature to ensure you've use the desired color, font, and font size. 

  1. Spruce up your signature

A professional email signature is the equivalent of ending on a good note in person. Ensure the last thing your recipient sees is your fully polished signature displaying your name, title, company and contact details. 

  1. Fight follow-up fever

It may be good practice to reply to an email in less than 24 hours, but following up on an email you sent in less than 24 hours is not. Give the recipient time to get back to you. Set a 72-hour reminder on your calendar and move on to the next lead.  


If you are looking for more ways to optimize your sales efforts, PowerChord's SaaS platform offers a multitude of lead management solutions.

written by

April McCormick

April McCormick is an award-winning writer and blogger. Her work has been published in over ten countries and four languages. From books to newspapers, to print/online magazines and everything in between, you can find her work. For more about April, visit AprilMcCormick.com

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