Useful Phrases To Make Your Business Emails Come Alive

April 4, 2015

Featured image

When you’re writing business emails or ANY type of marketing message, the only thing in your reader’s mind is “What’s In It For Me?” (WIIFM).

You’ll have to use words and build sentences that keep your readers involved, in line with the WIIFM principle. To help you achieve that, I’ve compiled a checklist of useful phrases you could use to make your business emails and letters come to life for your readers. All of a sudden, your reader becomes involved in reading your messages and responding to your ideas. He’s nodding. He’s stroking his chin. He’s thinking “hmm that makes sense!”

Your goal as a marketer/copywriter is to make your ideas come alive in your reader’s mind so vividly, he paints pictures of the results he can achieve by using your product or service.

Don’t you think that’s exciting?

Openers
Openers are used at the beginning of sentences and/or paragraphs

You see…
You see Peter, when you see our new [PRODUCT] in action, you’ll realise why it will have such significant impact on your Return on Investment.

You’ll see…
You’ll see exactly how this new technology will help you save…

You’ll discover…
You’ll discover an amazingly simple truth about…

You’ll find…
You’ll find it brilliantly simple to use…

You’ll recognise…
You’ll recognise just how valuable…

You’ll hear…
You’ll hear, perhaps for the first time, how…

You’ll be able to see at first hand…
You’ll be able to see at first hand exactly how using the new idea will…

You’ll realise…
You’ll realise how effective…

Translators
Translators translate key product features into benefits for the reader.

So…
It has a dual processor so speed is doubled and productivity increases…

What this means is...
What this means is a significant increase in effectiveness and productivity…

And, more importantly…
And, more importantly, the freedom to focus on what matters for your business…

So that you…
You’ll see just how solid the new furniture is so that you can considerably reduce maintenance costs…

So you can…
That’s $197 in savings, so you don’t have to worry if you’re racking up extra dollars every month…

How would YOU use the above phrases in your business emails and letters?

If you found this article useful and would like to learn even more ideas and techniques that get your business emails and letters read and acted upon, download your copy of “Quickstart Copywriter” now.


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How to Increase Readers’ Response in Any Sales Copy: Speak Your Audience’s Language

January 21, 2011

How to Increase Readers’ Response in Any Sales Copy: Speak Your Audience’s Language

When you are writing to elicit a response from a particular type of reader, it doesn’t always have to be in perfect, polished English. It depends on whom you are writing for.

If your readers belong to a specific group of people who understand only basic English, then keep the style of your writing as simple as possible. It wouldn’t make sense to use writing devices like metaphors or similes or clever wordplay, which would confuse your readers even more.

The best way to increase the number of responses to your ads is to understand what a certain market segment want to hear and say it to them.

What is the ideal tone of voice you should use to motivate health buffs? What sort of language would appeal to teenage rock music fans? What would move die-hard romantics to tears?

You can apply this writing technique, among a string of other response-pulling strategies as taught in the QuickStart Copywriter eBook, to any form of sales copy. It can be anything, from a Facebook Fan Page wall post or even a script for face-to-face selling.


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Improve Your Business Email Writing Skills: How to Build Rapport through Email

January 10, 2011

In a face-to-face scenario, it’s easier to build personal rapport because a real person can be seen and heard. It’s also easier to communicate over the telephone because you can hear the tone of the voice used without having to see the person at the other end of the conversation.

But on email, you don’t have either of these advantages, so it’s important to learn writing techniques that can help you create rapport with your readers, customers and colleagues.

Here are some email writing techniques you can use.

Engage your reader by using positive affirmations

In general, everyone loves reading messages that bring a smile to their faces. With this rule in mind, always be warm and friendly in your opening. Use positive affirmations where appropriate.

Here are some examples:

  • Thank you for taking the time to meet up with us earlier this afternoon. It gave us a good opportunity to learn more about the new project.
  • Thanks for calling me today. It was nice of you to clarify this issue with me personally.
  • I’m so happy to hear this good news from you! You’ve worked really hard the past few months and I think you deserved to win the “Best Staff of the Month” award. Congratulations!

Be personal, write with emotion and empathy

Emotive and sensory words add texture and dimension to every message that you write. But most people (office managers especially) are so keen to get straight to the point that they often sound rude, authoritative and even offensive.

Remember that people typically respond better to positive language and messages that sound personal. For example:

  • Let me know what are some of the questions you have. I’ll help you sort out this problem.
  • I appreciate your understanding in trying to resolve this issue.
  • I hope I can help you solve this problem very soon.
  • I understand your concern. I’m always here to help. Please call me.
  • What are some of your concerns? I’ll be most happy to help you out.
All these topics and more are also covered in the QuickStart Copywriter ebook.

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Email Writing Techniques: Use the Appropriate Tone of Voice for Better Results!

May 6, 2010

A big part in writing better emails is to convey your message using an appropriate tone. This is especially important when you write emails to business clients where the tone of your message can make or break a deal. The tone reflects the spirit in which you relay your message – do you sound courteous, respectful or friendly?

Even when you write a complaint email or send a reply to someone, your message should be written in a way that doesn’t sound rude or offensive. Messages that sound rude, tactless or offensive will not help you achieve your desired purpose. Just imagine an angry mother yelling at a child to clean up his room. An enlightened parent would know that frustration would only breed rebellion. This is the same with writing – it is important to choose the right words wisely if you want to persuade your readers to do exactly what you want.

Here are some expressions that use the wrong tone of voice and should be avoided in your email correspondences:

Instead of saying:

“Due to your failure in informing us about your late payment, we shall penalize you as per the agreement”

Say:

“We received a late payment from you, so unfortunately you must bear the cost of the agreed penalty amount”

Instead of saying:

“I want to complain about your poor service at one of your stores!”

Say:

“I was displeased/unhappy with the level of service I received at one of your stores.”

Instead of saying:

“You should have read our terms and conditions before you bought our goods. We are not liable for the problem that occurred!”

Say:

“Our terms and conditions state that all goods sold are not refundable and we are sorry that we are unable to help you.”


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1-Minute Learning for Busy Copywriters: Know Your Products Well

April 15, 2010

One of the first things you must do when assigned a copywriting task is to use your products. You must be convinced that they add value to clients and have a story to tell. What are the benefits, features and advantages over the competitors?

By drawing on your personal experience of using the products to highlight these points, you’ll be able to write stronger, more persuasive sales copy, and ultimately lead your target readers to a successful close.


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Email Writing Case Example: Can You Spot the Errors?

March 11, 2010

Here’s a sample of an email I received a few minutes ago. I noticed that it was full of  long-winded writing, old-fashioned terminology and grammatical errors. Can you spot everything that’s wrong with it?

Dear Sir/Mdm,

We are in receipt of your feedback dated last week, 3 March 2010.

We are sorry that we have delayed the sending of your requested document due to some mistakes in the information presented in it. Please be informed that our marketing dept is in review of your complaint and will respond soonest with your revised document.

We seek your sincere understanding for the delay and we offer our sincerest apologies for any unneccesary incovenience caused. We look forward to send you the latest document at the soonest.

Kindly contact our cust serv dept if you need any assistance in the meantime. Have a G8 day!

Yours sincerely,

[Company Name omitted to protect privacy]

Here’s how I re-wrote the same letter in a modern, natural style:

Dear Mr. Wong,

Thank you for your feedback of 3 March.

I am very sorry to hear about the delay regarding your document. I have personally looked into this and learnt that some critical information is incorrect and needs to be updated. Our Marketing Team has been working on the neccessary updates to ensure that the document you’ll be receiving is accurate. I will have the document arranged to be sent to you tommorow morning.

Please accept my apologies for the inconvenience caused. Meanwhile, please give me a call if you need my help.

Yours sincerely,


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