How to write an e-mail to a customer

How to write an e-mail to a customer

Email (Email) is an important tool used to communicate with customers. "Written", which in this era, whether it is business in general (B2C), still use email to communicate with customers. But for a B2B business, email is indispensable.

There are many benefits of email. Obviously, it's important to write an agreement on various trading conditions. preliminary agreement before formal contracting Or even use it as a reference to prevent conflicts or misunderstandings in the work.

But the problem of many sellers One that I have come across to even seasoned salespeople is confusing, inefficient email writing. to the boredom in the customer's feelings The worst is to create misunderstandings from before trading to after trading.

There is also a problem with the seller of sending emails but not receiving a response from the customer. The customer is silent, there is no movement. Because you do as your customers tell you. "Send email first" already. This step for a novice salesperson would not know what to do next. So I decided that customers would stop being interested and not buy anymore.

1. Always remember the five-line rule of email writing: keep it short and concise.

Good principles for writing emails Whether it's answering customers or sending work to customers. If you stuff everything to more than “5 lines”, then the customer will slide through it. Go quickly, lose interest, and what you write is useless. Write a brief summary of the information, not more than 5 lines, short and focused. For example, you'll submit an assignment, submit a price, or request an appointment to meet with a client.

2. Discontinue use. “..@gmail.com” now, use only your company email address.

It's that simple, running almost any business. Whether it's B2B or B2C, if your email address is still @gmail.com, that's it. Customers with high standards and focus on professionalism will almost "check out" your company's name. Plus they sort you out on top of the presenters. "No standard" as well. Contact to buy a domain name (Domain Name) and email extensions ending with your company name, such as Ekachai Co., Ltd. The email extension should be. “…@Aekkachai.com” etc. Buying now is easy through Google for Business, which is inexpensive. You can also check if the email extension you want to use is duplicate or not. will not have problems later

3. How to write a good introductory email

Often you can call to make an appointment. (Cold-Calling) and the customer wants to send the email first, which he actually wants indirectly rejected. (Does that sound cruel?) But you can "fix the game" by writing a good email of self-introduction. The structure of writing a good introductory email is as follows:

- Your Introduction : To let customers know who you are.

- What you do and your company do : to let customers know what you do about them?

- Business benefit for the customer : To let customers know what they will get from you *** VERY IMPORTANT

- Success Story : To make customers trust you more.

- Propose your need from customer, e.g. make an appointment or request a phone number: to keep progress on sending emails.

These five are perfectly in line with my “5 line rule”, allowing you to write interesting introductory emails. reliable and powerful Increase the opportunity to make an appointment or get a phone number Example:

Example of writing a professional introductory email

”Hi Mr. Jordi,

I found your contact via Linkedin.com (where did you get his email) , My name is Pan, Managing Director of xxx Vietnam (introduce yourself) , I am supporting Central Group and CP Thailand for the online marketing and xxx (saying what you did in combination with past achievements) , which could be your good business benefit in Vietnam (saying that it would have the same business benefits as CP), because I have a successful story and experiences for retail industry. (bring a bit of success to build credibility)

Please kindly review my credential and consider our next meeting time on 6th Mar, 5pm. Don't ask when you are free.)

I'll share you the business benefit in short time.

Thank you”

If you cut out the red lettering, you'll get an introductory sentence that's roughly five lines long, giving you the edge in writing better and more comprehensive emails.

4. Whatever language the customer uses to write, follow them.

may sound strange But believe it or not, using the language in your emails to match your customers will increase your credibility with each other. For example, a customer who sends you an email in English. Write a reply in English that is good for them. Believe it or not, they will “read you” based on the words and grammar you write. (That's it.) If you write well, succinctly, and concisely, you'll gain more credibility and respect. But if there is a language that is not strong Use simple words and review the meaning carefully before sending

For customers who already use Thai language You probably won't have much trouble. But be careful with only "suffixes", the words "na" and "na", don't write it as "na" and don't write it as "na" or "yes" as "yes", which you It may seem like a small thing, but in fact, customers will scan you as soon as you're mature with grammatical misunderstandings. Don't miss it

5. Pay attention to file size when attaching documents to customers.

Especially a large Company Profile or Introduction file with many pages, which you may think to yourself that it's cool because you stuff a lot of good stuff. The customer must be wow. The more customers slide the mobile phone away. They will hardly read a single page. Be concise, should not exceed 10 pages and the file size should not exceed “5 MB” because some companies have a limit on the size of the file transfer. so that the repository is not too large. causing you to send and then get bounced not reaching the customer become a waste of time and useless work

6. Always put “Signature” or last name at the end of the email (Important)

This doesn't understand why even the big outsiders. Many clients and businesses don't always include a "signature" at the end of their emails, even though it's automatically set to be included every time they compose a new email or reply to an email. (If you don't know how, ask the IT department of your company to see it.) Surname or Signature will be very useful in that the customer or you want to call the other party immediately. Sending e-mails will not have a phone number. This slows down many urgent matters. good last name

Basically, it's a last name with a name. Your location and "phone number" must be complete. Let's look at several examples. A company that looks good can fix it. Your company address is important. in case others will put it in the report

7. Use email to follow up with clients.

Email is another important tool to help keep up with the work for customers in a professional manner. It can be used to remind customers as well. Because sometimes a lot of customer jobs come in. They may have forgotten your job. How to use email to follow up with a job is simple. When summarizing the work in the email, you must always specify the "Next Step". For example, number 1, what client work are you going to send? location in front of the event, etc. by specifying the "date-time" clearly, then wait for the customer to reply.

If the date is near or past the deadline and the customer is still quiet, then “Reply All” that email and follow up on the message you specified in the “Next Step” for the customer to reply. Customers will be considerate and see that they do not feel pressured. Because you have been following the work from the specified date and time. Make it look very professional Any important work should be "pinned" or marked with a star. So you don't forget to read and know what to do next as a reminder.

Something as simple as writing an email still requires a high level of professionalism. These tasks you will absolutely not be able to overlook. Because these things that you think to yourself are small things in the eyes of the customers. They can immediately assess your professionalism. This is where you can beat the opposing cells.

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