Don’t Be Afraid to Write as You Speak!

February 6, 2012

Don’t Be Afraid to Write as You Speak!

I often find it amusing when I read my emails.

It almost always starts off with “Dear Marc”, and then goes on with “Please find herewith…” or “Kindly be advised..”

I find that amusing because not only does it sound old-fashioned and boring, they are just not written in the language that people speak.

Do you feel the same way too?

In modern sales writing, it is important that your messages are the same as what you would say to your readers if you were speaking to them face-to-face. If you were talking to somebody in person, you wouldn’t use words like “Dear Sir” or “Please be advised” would you?

Let’s say you want to invite somebody out on a date. Can you imagine going up to that person and saying “Dear Michelle, I would kindly like to invite you to a seafood restaurant tonight. It is a very famous restaurant located in town. Please kindly RSVP. ”

You wouldn’t say it would you?

In fact, you are far more likely to say something like this, “Hey Michelle, there’s this new restaurant in town that’s famous for its amazing seafood! Why don’t we go try it out?”

See the difference in the emotions? One is written in the way that WE would speak, while the other is written in the way that our great-grandparents were taught to write in school.

In copywriting, it’s all about the results. Sometimes it doesn’t really matter if you write in perfect English or grammar as long as you achieve these 3 things:

  • Did you get your intended message across?
  • Was it interesting (and FUN) for other people to read?
  • Was it written in a conversational tone that you would normally say face-to-face with a friend?
Learn even more advanced copywriting techniques from my QuickStart Copywriter ebook. Get it here (still) at the special price of just US$9.97 >>

Supercharge your sales writing skills in 7 days! Click here to get started!

Find this blog post helpful? Buy me coffee or send me a tip!

Like This!


Add to FacebookAdd to DiggAdd to Del.icio.usAdd to StumbleuponAdd to RedditAdd to BlinklistAdd to TwitterAdd to TechnoratiAdd to Yahoo BuzzAdd to Newsvine



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.”


Supercharge your sales writing skills in 7 days! Click here to get started!

Find this blog post helpful? Buy me coffee or send me a tip!

Add to FacebookAdd to DiggAdd to Del.icio.usAdd to StumbleuponAdd to RedditAdd to BlinklistAdd to TwitterAdd to TechnoratiAdd to Yahoo BuzzAdd to Newsvine


How to Write Better Emails: Avoid Unnecessary, Old-Fashioned Phrases!

March 4, 2010

Business language has changed. But unfortunately, not many people realize that!

Take a look at this email I received a few days ago:

Dear Sir,

Enclosed herewith is the letter as per your request.

Please revert back to us if you may need any further information to support the membership application.  We will do our best to assist.

Cheers

If the tone of the email sounds familiar, that’s because everyone else is using it! Open up your inbox and I guarantee you’ll find emails that are riddled with stuffy, centuries-old expressions like “I am pleased”, “As per your request” and “Enclosed herewith”, among others. Unnecessary, long-winded phrases such as those dilute the meaning behind your messages and lead to confusion.

So if I were to re-write the above email in the style and tone of today’s writing, I’d say:

Hi Marc!

Here’s the letter you requested.

If you need more information to support the membership application, please me know.

I’ll do my best to help.

Cheers

See the difference?

On print, the word count of the email is now shorter and the messages are easier to read. When read out loud, the tone of the email sounds more natural and relaxed. So if you want to capture the interest of your readers – some of whom I believe could be important business clients – you have to keep your emails concise, focused and personal. It also leaves a better impression on your readers!


Supercharge your sales writing skills in 7 days! Click here to get started!

Find this blog post helpful? Buy me coffee or send me a tip!

Add to FacebookAdd to DiggAdd to Del.icio.usAdd to StumbleuponAdd to RedditAdd to BlinklistAdd to TwitterAdd to TechnoratiAdd to Yahoo BuzzAdd to Newsvine