Email technology makes it easy to send quick messages and notes to people in professional settings. Increasingly, business associates might send each other thank you emails rather than thank you cards to express gratitude. Responding to thank you emails is an appropriate and polite gesture that can help establish or promote a positive relationship. In this article, we explain when to reply to thank you emails, describe how to reply and provide an example response.
Employees receive many emails a day from colleagues, clients and external stakeholders. Some emails require responses, while others do not. Responding to a thank you email is often a good idea. Acknowledging the email helps keep relationships strong, be it between you and a colleague or you and a client. There are some thank you emails that you can safely ignore, like those from salespeople whose products you are not interested in purchasing.REPLYING TO A FORMAL EMAIL
If you're not sure whether the thank you email warrants a response, consider if you want to maintain the relationship with the sender and if the thank you email includes follow-up questions. If either of these things are true, provide a quick response to the sender. Use these steps to construct an appropriate and effective response to a thank you email:. Open your email with an acknowledgment to the sender.
Show your gratitude for their email. Example: You're welcome, Pat! Describe the benefit to you of the project, favor or work for which you are being thanked. Example: I enjoyed the opportunity to meet with the client and develop my sales skills.
Keep the email short. Since a reply to a thank you email is a follow-up communication, it does not require lengthy explanation. Example: I look forward to more client meetings in the future. The tone of your email should be light and positive.
Focus on the gratitude you feel and the benefit you garnered from the original interaction. Example: It was no problem at all! If the reply is to a colleague or other internal member of your organization, include an informal signature with your name. If the reply is for a customer or other external stakeholder, include your formal business signature with your job title and direct contact information. Write and send your response to a thank you email within 24 hours of receiving it.
Since these replies are short and require no research, it shouldn't take much time to craft an appropriate response. Related: 12 Effective Ways to Begin an Email.Sending a reminder email is an essential practice to boost the email response rate.
8 Proven Ways To Write Emails That Get Replies, Backed By Science
Every business professionals use this practice to take their conversation closer to their end goals. So, we must agree that it is a tedious task for the recipient to reply to each email.
Sending a polite reminder email cheers up your recipient and creates an interest in them to respond back. A reminder message stated politely can help you rebuild a relationship and move towards your goal, whereas an impolite message can stop the conversation instantly. Learning about the right emailing etiquette and polite reply techniques are essential for every business professionals. This article will be your guide for writing a polite reminder email and increasing the response rate.
Everyone around the world appreciates politeness. When you are sending a reminder email to get a reply, you need to be concerned about the time they spend reading your email. We need to follow certain guidelines that can help us write a perfect reminder email that will boost your email response rate. As an add-on to help you, we have also added some polite reminder email samples in each pointer that will help you relate your situation in a more appropriate manner.
As you saw above, your recipient receives a huge number of emails in a day. Creating a new email thread for your recipient will increase his work and make him ignore your emails.
Surprisingly Simple Ways To Get People To Respond To Your Email
If you send your replies in the same thread, it makes your receiver easier to access the previous email. This ultimately helps you to get a response to your emails and yield high productivity. Replying in the same email thread also keeps your conversations accountable.
You can easily refer to the email anytime and get the clear information you are looking for. In reference to the above example, Scott received the reminder email in the same thread. This helped Scott get a direct reference from the previous email which saved his time.
The sender also continued the story from the previous email. The sender added more value to the email by providing a free trial and a product demo. This will make Scott feel the importance of the email and respond back to the sender. Short and simple messages are easier to read. Adding sweet words it makes the email appealing. These tips will help you make your recipient remain interested to read your messages and take the desired action. Also adding a greeting with your email makes it legit and authentic.
You should always personalize the email to make it feel dedicated to the particular person. Usually, senders automate their emails which lacks personalization features. When a recipient opens an un-personalized email, he finds out to be another junk email and skips it. Sending highly personalized messages keeps your recipient engaged and increase your email response rate. It is suggested to use an email outreach tool like SalesHandy to send multiple personalized emails.
With SalesHandy you can automate personalized follow-up reminders with the primary email which can make your job seamless.This way, it is believed that each user receives around business emails per day. You should also add to it the fact that several pieces of advice are regularly spread by medical doctors to self-help gurus about the need of checking our email box less often so to avoid stress or distractions. And yet, for some reason, you need to send an e-mail to someone and you need that it gets read and replied.
This still is the best way to deliver a more complex information. If this is the case, you will have to get creative and try some surprising ways to get people to respond to your e-mail. No matter how much we love to think that we are far away from the cave years, the truth is that a lot of our behavior is still decided based on what we used to do in order to survive. That is to say that we tend to follow the crowd and we are very likely to bend due to peer pressure even if it only on an unconscious level.
In Marketing, we can see this principle being applied in many situations. As an example, a study published in the Washington Post exposed guests in a hotel to placards asking them to reuse towels in the bathrooms. The consequence of it is that we tend to respond faster to e-mails sent to multiple peopleor those that mention someone in the message. So, when possible, try to add more people to the conversation, or, at least, to put some extra names in the body text, and see how faster you will get replies.
It is like music to our eyes. According to a study published by the researchers Dennis Carmody and Micheal Lewis, hearing our own name activated parts of the brain connected to self-awareness and self-judgement. In other words, it makes us feel special and alive, and it also can lead us to compromise with the result, because it is our name that is there.
So it is no wonder why e-mail marketing dictates that messages should be personalized to the sender as much as possible. Call their company if necessary, but always send your e-mail with a name on it.
But, even in these cases, you can write your text in a much lighter way instead of making it purely formal. Remember that we all live under a lot of pressure and that there are so many serious things to do that is always a relief to read a compliment or hear a light-hearted person talking to us. OK, it is almost sure that if you are sending an e-mail to someone, it is because you need something from them, not the other way around.
But, on the other way around, more you talk about yourself and your problems, more boring and tiresome your message feels. If you are specifically talking to a very busy person is possible that your e-mail will be just one more thing on their plate.Email is one of the most modern ways of communication these days. We exchange news through emails, write complaints, ask questions, establish contacts, do business, etc. The way we write emails influences the results we get.
That is why it is important to know some tricks and unwritten rules that will make your emails rock. If you use all of them, you will have more chances to get the desired response from people.
The way you start your email sets the tone of the full communication. Everything depends on the type of your letter and your relationships with an addressee. Maybe it simply got lost or somehow ended up in a spam folder. In this case, you might want to write a kind reminder of yourself.
Just write something like this:. Subject lines are supposed to give people a preview of a letter. Be more specific depending on a situation. No matter what your intentions are, such subject lines are always more interesting for recipients to see and thus, you have more chances to get a reply much faster. Oh, and if you need an accurate answer, or you have a deadline, mention it in a subject line, too.
If you attach anything to your email, such a picture, a document, a video, etc. Otherwise, he or she may just not notice it.
How to Reply to Thank You Emails (With Template, Examples and Tips)
Many people say hello and come straight to the point while a person on the other side sits in confusion guessing who has written this. A sentence or two of telling about yourself would be enough not to seem rude:. Related post: 20 phrases you should never use in an email. Well, being polite goes without saying.
I would like to get some explanations refund, replacements, etc. This phase is for those people who get complaints. Let people know that you realize why they are angry and offer the solution. It is always necessary to give a compliment first.
Use carrot and stick approach here.Effective email writing boils down to one thing: Mind reading. Understanding these subtleties can help you hone in on creative ways to persuade others to take a desired course of action, like reply to more of your meticulously written emails. No reply. Humor can help break down objections and win over an otherwise unreceptive audience.
Brevity is the soul of wit. Drawing from data culled from five years of emails in an executive recruiting firm, researchers found that shorter emails result in quicker response time, leading to higher overall productivity. Be considerate of your audience and use spacing, numbers, bulleted lists etc. No surprise then, that we become more engaged and even more trusting of a message in which our name appears.
Try catching their eye by placing their name in the subject line — i. What it means: Ending your emails with open ended statements — i. You should end every email with a pointed call to action. Buy or not buy? Meet or not meet?
17 Email Phrases To Help You Get The Desired Response
Interested or hold off? Social Proof Peer pressure is one of the oldest tricks in the book, and still one of the smartest.
It accounts for why emails have higher open rates when sent to multiple people, and higher response rates when mentioning other stakeholders at the company. Because see what I did there? Similar articles. Join our community ofempowered sales professionals.An award-winning team of journalists, designers, and videographers who tell brand stories through Fast Company's distinctive lens. Leaders who are shaping the future of business in creative ways.
New workplaces, new food sources, new medicine--even an entirely new economic system. To increase your chances of getting of a reply, here are nine tricks you can try:. It sounds simple, but sometimes all you need to do is ask for a response. If an email needs a reply, alert the person in the subject line, suggests St. Louis-based professional organizer Janine Adams. The topic can change, especially during a long back and forth thread, making the original subject line inappropriate.
By updating the subject line on that thread, you re-engage all readers. To boost your response rate by half, keep your email between 50 and words, according to a study by email-marketing platform Boomerang.
After that, it stayed flat until about 2, words and declined dramatically. The reading grade level of your emails has a dramatic impact on response rates, finds the Boomerang study. If you want to check your readability level, you can use a website such as ReadabilityScore.
The clerk was very rude. Your clerk is a douchebag. Piss off and I hope you die in agony. Duncan agrees, adding that you can use bullet points to increase readability, and use a different color text to draw attention to deadlines. Send it in the morning. According to a study ofemails by email tracking software provider Yesware, emails sent between 6 a.
Fewer emails are sent during these time slots, lowering competition. Events Innovation Festival The Grill. Follow us:. By Stephanie Vozza 3 minute Read. Change The Subject Line When The Topic Changes The topic can change, especially during a long back and forth thread, making the original subject line inappropriate.
Use Third-Grade Language The reading grade level of your emails has a dramatic impact on response rates, finds the Boomerang study. Impact Impact A new generation of younger poll workers is stepping up to protect the elderly from COVID Impact This city-run secondhand department store is helping Berlin reduce waste Impact The pandemic created a biking explosion.
How can cities make it permanent?Writing an effective yet polite follow up email that gets a response can be challenging.
There are three common mistakes often made when writing polite follow-up emails. To do this, ask yourself what the email is about or what you want them to do. Continue reading for polite follow-up email subject line examples.
Instead, when writing your polite follow-up email, focus on adding value. For example, give them options, share how you can help them solve their problem or what you can do for them, or add more details or context. The final and most common mistake when writing a polite follow-up email is forgetting to include a call to action. Instead, when writing a polite follow-up email, be clear about what you want the person to do after reading your email.
Do you want them to reply? Call you back? Fill out a form? Be clear and specific so they know what you want them to do. You can do this while still being polite.
Keep reading to see the polite follow-up email samples and learn how to incorporate this into your follow-up emails. Below are eight polite follow-up email samples for various scenarios along with tips and suggestions you can use when writing your own email. It was great meeting you at [name of event]! Tip: Include an intro that triggers their memory. Then finish with a call to action letting them know what you want them to do.
Tip: When following up in this scenario, be sure to let them know who referred you to them and what you can do for them. Focus on the value you can add and adding credibility such as your social media accounts or website portfolio.
Be sure to finish by including a call to action for next steps. It was great meeting you the other day and chatting about [something they mentioned they care about].
The next step is to [one sentence about the next steps involved. Please fill this out and send it back as soon as you can so we can move to the next step. Tip: Include something personal and give them context about who you are.
People are often so busy that just seeing your name in their inbox may not be enough to remind them of who you are. Let me know if you need me to send you another copy or if you need more time or have questions. Tip: Keep the follow-up email brief. Finish by including a call to action about what you want them to do. Have you had a chance to look over the invoice I sent you [date you send the invoice]?
I know this season is busy for you. Let me know if you need me to resend it or if you have any questions about any of the line items. Tip: Be brief but direct. Finish with a call to action telling them what you want them to do. Finish with a call to action by being clear on what they should do next. Tip: Be brief. Add value by giving them context for the urgency if needed or urgency about the next steps. Finish with a call to action letting them know what you want them to do.
Hopefully, you find these polite follow-up email samples helpful when writing your own follow-up emails. The main things to keep in mind when writing a polite follow-up email is to be brief, focus on adding value, and include a call to action.