Ask these preparatory questions …
1. Why am I writing
2. What do I want to accomplish
3. What do I want to say
4. What is the next action item – step
In your pursuit – whatever you continue to do will always produce the same set of results – you cannot change the results without changing the input criteria – this holds good for your writing abilities and for any initiative you intend doing in Business
Always take time to write your answer- email replying is not a ping-pong match….
Practice – in writing – makes you perfect- you don’t have to be right the first time but if you consciously improve on your writing – it will help
A good writing – is eating your readers time. Value their time – means- you write , articulate well – that their time is valued well
Spell-Check your writing – mistakes of public with l omitted gives a different meaning…same goes with Shift with f omitted !
Most important Regular Routine – Writing Scenarios
Phone conversation – after which you write a follow up email
After you meet with a client
After the paperwork / order is signed
Any trigger points – (milestones) towards a closure of a deal
Any bad new(s) – update
In these above scenarios, try your best to write differently – which makes your message stand out. These are common scenarios in your daily business. See how differently you can write to position yourself differently. Remember, its all about perception – being a little different !
How to handle difference of opinion via email ? – Internal or external situations
Simple – Make it easier for the reader to “feel” okay…..Be Positive even if you feel like screaming.
The best is to grab a pen and paper, write all your screams down. Keep it aside. Talk your anger on paper – but DO NOT email them. This way, you could vent your feelings from pen to paper but not create a situation of a piss match over emails.
How to address – bad news –
Always present the bad news nicely with genuine explanation.
Never say Sorry in your email – readers want a solution and not your apology.
Always remember – when you write- WIIIFM – also known as – “What is in it for me “- when the reader reads the message, the message should be in conjunction to the “WIIIFM” factor for them ! and not YOU !
If your letter is more focused on the reader – the closer you will get to the sale
AIDA is an important aspect of email writing –
Attention, Interest, Desire and Action – these are 4 components of an email and you need to move on these quickly
Use Testimonials – its a powerful writing tool to eliminate Fear of decision making !
Sell but don’t over sell – Educate your audience but don’t go over board
Be very clear – ASK – what you want …Don’t confuse with too many options in your email –
Always write to express – not to impress
Strive for Perfection – its OK – you might not reach perfection but , you will have the satisfaction that you are not a miserable writer !