Useful Phrases To Make Your Business Emails Come Alive

April 4, 2015

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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 Reply to a Complaint Letter The Tactful Way

April 11, 2013

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In my previous blog post, I shared with you crucial pointers on how you can write a letter of complaint that is more likely to have your problem solved.

On the other side of the fence, it is also just as important to write a tactful reply to restore customer confidence and goodwill.

If you are a customer service officer or manager, here are 2 handy templates you could use to thank your customers for writing in and to reassure them of your sincerity to rectify the situation.

Sample Response to a Complaint Letter 1- Download Now!

Sample Response to a Complaint Letter 2 – Download Now!


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How to Write a Letter of Complaint for Poor Service

April 10, 2013

How to write a letter of complaint for poor service

No matter how good our intentions and efforts, there will be occasions when it is necessary to make a complaint.

One of the most common complaints involve reporting about poor customer service. Naturally, when you have a genuine complaint you will feel upset and tend to use offensive language in your letter. But I strongly urge you to show restraint in your letter, otherwise it would create ill-feeling and cause the other party to be unwilling to help you.

You will gain nothing by being insulting. In fact, you are much more likely to get what you want by being courteous and respectful.

Here’s a sample of a letter of complaint written in a respectful tone and gives clear indication of the reason for dissatisfaction. It also provides all the details for the other party to investigate the matter.

Complaint Letter Template – Download Now!


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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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