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5 Tools To Help You Write Better Business Emails

Profile photo of Brooke B. Sellas Submitted by Brooke B. Sellas February 29, 2016

Ping, pang, POOM! What’s that? The sound of some exotic Vegas slot machine?

No. Sadly, that’s the sound of the gah-bah-gillions (made up number that’s REALLY BIG) of emails hitting my inbox.

I spend way too much time dealing with emails.

And even though I may moan over the many messages that hit my account on the daily, when I’m doing the sending they’d better be on point.

So I’m sharing my awesome-sauce secret (and not-so-secret) tools to help you write better business emails.

Ready, set, WRITE!

 

5-tools-to-help-you-write-better-emails

Why Do We Need To Write Better Business Emails?

Um, because we’re bombarded with them?!

Seriously, the average office worker now sends or receives 121 emails a day, according to arecent report by the Radicati Group.

Fun Fact: According to the same report, only about 76 of those are legit.

While email marketing is a vastly viable way to get your message read, sites like Gmail and tools like SaneBox are doing their best to keep spam and nonsense from making it to your reading list.

We need to write better business emails so we can be the authors of messages that get read.

Even better, we should be authors of emails that get results.

Let’s be legit!

If there’s one word we’re using to describe our email marketing this year, it’s actionable.

What does “actionable” mean with email marketing?

It means your email entices the reader to take action with a clear, concise call-to-actionasking them to:

  • Subscribe or sign up
  • Attend your event
  • “Like” or follow you on social media
  • Respond
  • Take a survey
  • Click a link
  • Click to tweet (use this tool to help you with that)
  • Download your content
  • DO SOMETHING!

You get the idea. The key is to ask for what you want … and …

Make sure your business emails offer enough value to ask for a conversion.

Now that we’re clear on why and how we need to write to better business emails, let’s jump into the tools that can lending a helping hand.

5 Tools To Help You Write Better Business Emails

1) Grammarly: For Checking Your Spelling & Grammar #LikeABoss

I’ve got to start with possibly my most favorite Chrome plugin ever, Grammarly.

I have to admit something … my comma splices are SO. VERY. AWFUL.

I don’t know what my deal is, but apparently I get a little comma happy with my sentences.

That’s where Grammarly comes in. It pops up in my blog posts (it’s down there “watching me as I type), my Facebook posts, and anywhere else it’s supported.

And if I want to double, triple check an important email that’s going out, I just open a “new document” in Grammarly and paste my text there.

Here’s a peek at what that looks like:

write-better-business-emails-grammarly

 

With the free version, Grammarly has an online editor, the Chrome or Safari browser extension — which corrects over 150 spelling and grammar errors — and allows you to make corrections with a single click.

It’s been pivotal for me and the B Squared Media team.

And if you feel like getting super serious, they have paid versions of the tool that correct over 250 grammar and spelling errors.

Talking about being able to write better business emails with a single click!

2) Wisestamp: Easily Make Your Emails Actionable

Another tool that I’ve been using for quite some time is Wisestamp.

Wisestamp allows you to make your signature actionable by offering several different calls-to-action or connection points, like:

  • Email
  • Social media channels
  • Website
  • Phone
  • Blog posts
  • Scheduling meetings
  • And more

Wisestamp also enables you to put a face with the brand (or humanize your company), by allowing you to add a photo to your signature.

And according to their website, that one small change offers 32% more replies to emails!

I use the pro version of Wisestamp, which is a measly $4 per month — a practically non-existent investment if you ask me.

Here’s a view at how my emails populate with my signature:

write-better-business-emails-wisestamp

The highlighted #1 is the Wisestamp editor, which is easily accessible right inside of your email.

And #2 is Grammarly making an appearance!

With my email, phone, website, three social sites and a blog link in my signature, I’ve got seven different calls-to-action working for me … and I don’t even have to think twice about it.

3) Just Not Sorry: Stop Being TOO NICE!

I have this terrible tendency to apologize when something is totally not my fault.

Being nice versus being kind in business is essential — I even wrote a post about it.

But when you’re sending out emails at the speed of light it’s hard to stay on top of passive phrases that undermine your messaging.

Just Not Sorry is a Gmail plugin that helps you correct that submissive messaging and stay active and in control with your emails.

Not to get all #GirlPower, but this is a huge win for women who want to write better business emails!

Here’s an example of how the plugin works:

write-better-business-emails-just-not-sorry

The plugin underlines those passive phrases and gives you the reason why you should opt for a different sentence structure.

Test it out. You’ll probably be surprised at your habits!

4) Spam Analyse: Don’t Want To End Up In The Spam Folder? START HERE.

While it may leave a little to be desired aesthetically speaking, Spam Analyse is a great site for checking headlines and other copy that may send your emails straight to the spam folder.

It’s extremely simple. Just copy and paste the text you’re wanting to check in the box and hit submit:

spam-analyse

5) The Readability Test Tool: Is Your Email Easy To Read??

For the bloggers reading this, you’ll be familiar with a readability test.

It’s a lot like the plugin Yoast, which gives you a score based on the Flesch Reading Ease Score.

Why is this so important?

Because the average American reads at a 7th or 8th-grade level — meaning you’re fancy SAT words are lost on most people.

There’s also a lot to be said about using too much jargon (another nasty habit I need to break).

You can use The Readability Test Tool to check the score of your content in three ways:

  1. By URL
  2. By copy and paste
  3. By referrer (with a snippet of code)

Much like Spam Analyse, it’s pretty easy to navigate:

readability-test

So before you hit send, make sure your reader will easily understand what you’re trying to convey.

BONUS) Toneapi: Appeal To Readers With Emotional Marketing

While I haven’t yet tried Toneapi, it’s on my radar.

And because I’m such a big believer in emotional marketing, it’s probably something we’ll invest in soon.

Toneapi gives subscribers the ability to analyze content for emotional connections (they boast being able to decipher 24 emotions!) while also helping you improve your tone.

Just take a look at the science behind the tool.

It’s definitely the “way of the future” and a surefire way to write better business emails.

Use these 5 tools (plus a bonus!) to write better business emails!

Ready To Write Better Business Emails?

While no email has a 100% chance of being delivered, opened, read AND replied to, these five tools can certainly help business owners write better business emails.

What are your best email writing tips, hacks or tools? We’d love to know! Take a moment and let us know in the comments section below!


This post was originally published in http://bsquared.media/write-better-business-emails/ by Brooke B. Sellas

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Profile photo of Brooke B. Sellas
Like many of you, I've seen a fundamental shift in business due to social media & digital marketing. How do businesses take advantage of this? Where do they start? Is social media for everyone? In-the-trenches social media & marketing experience helps B Squared Media answer these questions for companies seeking to formulate successful online strategies. Using tactics developed in my yearlong honors thesis study, my team and I help national and international B2B brands develop marketing strategies around content creation & curation, collaboration, and conversation. Simply put: Think Conversation, Not Campaign. Click here to subscribe to my mailing list
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8 Responses to “5 Tools To Help You Write Better Business Emails” Leave a reply ›

  • Profile photo of Celine Profile

    Hey Brooke,
    Business emails can be well written if we use the right tools.

    Grammarly is also one of my favorite tools because its so precise and comes handy as a proofreader.

    There is a specific tool for every act in email writing, however we all must be conscious to the fact that “actionable emails” makes an impact.

    Therefore, the content must be valuable first and we must employ tools that gives us better user experience.

    Apart from Grammarly, I have not used any of other 4 tools discussed here but would take time to try them. Thanks for sharing these details!

  • Profile photo of Gangadhar Kulkarni Profile

    Hi Brooke,

    Useful tools shared here for create business emails. I used Aweber and Grammarly, both really awesome but here I found some new tools like Wisestamp, Spam Analyse, etc.

    Your entire post is bunch of useful information for newbies or technical writers who desired to create business email. Thanks for sharing valuable stuff with kinggers.
    Gangadhar Kulkarni recently posted…Aweber Email Marketing Software Review and Its Worth in Email MarketingMy Profile

  • Profile photo of Sarah John Profile

    Hey Brooke,
    Its good I stumbled upon this piece. The tools discussed here are indeed helpful for creating better business emails.

    I sure would take advantage of them as I am new to almost all.

    Wisestamp is the tool that has caught my attention more than the others. I am going to checkout how it works to make my email campaign actionable.

    It seems like a tool that dangles some levels of professionalism. Thanks for your recommendations!

  • Profile photo of Gary Waldrep Profile

    Hi Brooke,

    Who won’t be interested in knowing how to write better business emails? I think everyone will be interested, since it’s harder now than ever to grab the interest of readers.

    The stats you provided of an average office worker sending or receiving 121 emails a day is surprising, that’s a lot of emails! That’s even more reason why learning to write better business emails is important.

    Everyone seems to be talking about Grammarly these days. I had always felt I didn’t need it but maybe it’s time to take a look at it. Thanks for the reminder.

    As for the other tools, I haven’t heard of them, particularly Toneapi. I am not sure how or whether it works as claimed but if it really gives subscribers the ability to analyze content for emotional connections while also helping to improve tone, it’s worth taking a look at.

    Thanks for writing about these tools.

  • Profile photo of Sunday William Profile

    Hey Brooke,
    To achieve better emails it becomes necessary to adopt a proactive approach.

    Every marketer understands that business emails, if strategically planned, will help a business achieve rapid growth.

    Yes, the tools to write better business emails as shared in this post are in order.

    However, I want to add that some tools are business-specific hence every business must study any tool that readily meets with its strategy.

    As a general rule, email marketers need tools that will effectively help them write better emails, monitor clicks and track conversion.

    Grammarly is cool!
    Sunday William recently posted…How do Google Algorithm Changes Affect Your Website Today?My Profile

  • Profile photo of Maketta Profile

    Hello Brooke,

    Yes, it is important to write better emails. I get a lot of junk email. So, I have definitely learned what not to do. These are some great tools to use. A couple of them I already knew about but several I had never heard of before. I am going to have to try them out.

    Thanks for sharing this with us!
    Maketta recently posted…4 Live Chats To Make Communicating Easy On Your BlogMy Profile

  • Profile photo of Jasper Oldersom Profile

    Hi Brooke,

    Excellent post. I spend quite some time in my inbox, too. 

    There’s definitely an urgency to improve our business emails because if something does not interest me, I hit delete right away based on the subject line.

    These tools are great, I use the first two of them and love them. The other 3 we’re new, so thank you! 

    Grammarly has become one of my favorite tools and even wrote about it before. It’s just thát good. Hate sending an email with a critical grammar error in it! 

    So cool you mentioned Wisestamp. Just bought it this weekend through an Appsumo deal. Definitely makes my signature look professional and I love the endless options. 

    Just not sorry is new to me, how cool is that! Sometimes it’s smart to tactically say something like “Maybe it’s just me, but…” and then throw in something that would otherwise put people off, but in most cases it’s important to stay within the expert role. 

    I’m going to use Spam Analyze with my next email. Aweber has one within it’s software but it’s far from perfect.

    I usually use Hemingway to test my readability but that’s a neat tool! 

    Toneapi seems amazing, but it’s a substantial investment. I’ll have to read some more about it.

    Thank you for sharing, Brooke. Such a value packed post :)

    Have a great day.

    – Jasper
    Jasper Oldersom recently posted…How To Avoid Weak Statements That Leave People Cold and Get Readers to Care About Your WritingMy Profile

  • Profile photo of Chery Profile

    Hello Brooke,

    I for one loved all 5 tips you shared here today, there was only one of them that I heard about before, but I have never used it.

    Perhaps like Gary stated above, I should give Grammarly a try as I could always use a handy proofreader. LOL

    I also like the sounds of this Spam Analyse, Yeppers I am off to check this one out right now..

    Thanks for the great share
    Chery :))
    Chery recently posted…How Are You Building Customer Relationships In Your Online Business?My Profile

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