Are you emailing your prospects in the appropriate tone?

Hi Team,

 

I continually see and hear conversations about emails being taken the wrong way and misunderstood due to the writing style they were delivered in. For example... I have read emails where someone was joking around but instead taken very serious. I have read emails where someone was attempting to help someone with an issue because they cared... but was accused of being cold and uncaring.

 

The bottom line is that unfortunately, it can be very hard to convey personality, emotion, energy and purpose through an email in a way that the recipient is going to get what you are conveying. So taking this into consideration, let me ask you........

 

Are your email messages too casual?  Or, are they too formal?  Are you using the appropriate tone?

 

Email messages are different from typed letters.  You can't be "too" formal in a letter.  In an email, too formal looks silly.  What's the appropriate tone for an email?  -- slightly more casual than a letter.  Yet, there's a fine line between being too relaxed and too stiff. 

 

To some degree, the attitude and culture of your company will dictate the amount of formality necessary.  For example, floral shops and hotels won't be as formal as a bank or law firm.

 

As you compose the message, consider the person who will be reading it.  Know your audience. 

 

The job gets easier when you're replying to a message.  You can already see the tone of the sender.  All you have to do is match the tone of the sender. When in doubt, strive for a tone that is professional, yet conversational.  One easy way to achieve a conversational tone is to use contractions (I'll, we'll, he's, she's). 

 

Also, it's acceptable to use pronouns.  In conversation, we use the words "I, we, you."  So, use these in emails.  For example, "It is suggested . . . " sounds very stiff.  Instead, try, "I suggest . . ."

 

Be careful with the pronoun "I."  Using too many can be perceived as egotistical.  You don't want to appear pompous.  If you notice an abundance of "I's," try rewriting every other sentence.  This will create variety, and that pesky personal pronoun won't be as obvious. 

 

Email is a great form of communicating.  Just remember that your old typed-letter writing style should be adapted so your messages don't sound stilted and stiff.  On the other hand, email is NOT a license to be sloppy.  The most effective email messages find a happy balance.  They have a conversational tone.

Since emails can easily be misinterpreted, this is why I recommend face to face or phone follow up when at all possible, as soon as possible. And if you can talk with the person before you send the email... even better. Hi Tech is great... but being able to add that Human Touch every chance you get is even better. This is especially true when it comes to building your network marketing business. Network marketing is first and foremost about relationships. So always ask yourself if your emails are helping or hurting you in building a relationship with the receiver.

 

Blessings, Dr. Reggie Cochran, Ph.D. DCH CPMA DD