Usually, you are offering them a service for which they provide payment. Your relationship with your client should always be professional. Put yourself in the shoes of your reader.ĭo you get frustrated if the email takes too long to load? Then don’t do the same to your clients! 7. The faster your email loads in a mobile browser, the less frustrated they will be. Remove any social media icons or company logos in your company signatures. So avoid embedding images, gifs, or anything else within the email that would impact the user experience. Most mobile email clients are not meant to load images and icons – which can cause user frustration.Īlso, emails that display incorrectly on mobile are usually deleted within three seconds. Most people use their smartphones to read emails and conduct business.
If anything requires clarifications, then offer to jump on a call or meeting with your client to explain. Keep your emails precise and to the point.Īnything that requires a lot of explanation (such as a proposal or pricing) should be directed to a document outside the email body. They will save it for later, so they can read it again and hopefully come up with a response.Īlso, most users read their emails on their mobile devices.Įmail is one of the most used applications on everyone’s phones. If your emails are too long – your clients will not respond right away. It has become more and more challenging to cut through the noise. On average, an individual receives 121 emails a day (and that number keeps growing). Leave the industry terms or specifications for a meeting or call. Refrain from using jargon in your client emails.Įven if your client is technical – keep your emails simple and to the point. The message – “ 1000 songs in your pocket “ was more compelling than any other technical specifications that Apple could have mentioned during their product launch. Steve Jobs rarely used any technical or industry words in his presentations.Įverything he said was simple and explained in layman’s terms - no jargon, no hard-to-understand words. Most people agree that Steve Jobs was the master of product launches.Īpple, thanks to Jobs, had some of the best launches in modern history. Make it a point to always respond in less than 24 hours.ĭon’t keep your clients waiting! 4. Your clients don’t have the luxury of walking to your desk to ask a question or discuss a problem. Your responsivenessĪre you able to get back to your client in a short time ( ideally less than 24 hours)?Īs a freelancer or an independent contractor, you are most likely remote or working outside your client’s office. Significant discussions such as pricing, proposals, and hiring can be discussed via a phone call or virtual meeting. Not everything requires an email.įor instance, status updates and project timelines can be communicated via other mediums. The silly forwards, the read receipts, the reminders, the one-line emails, and so on.īefore you send an email to your clients, keep this in mind. If you have ever worked in an office, you know the sheer number of emails we get. Email frequencyĮmail has got a bad rap in the business world – because of spammers and its misuse. If you end up pursuing this relationship by email (because that’s what you prefer), you might potentially frustrate them.
It will be beneficial to match that communication style and use phone calls or meetings with that particular client. And some prefer instant messaging, such as Slack and WhatsappĪ particular client might not be a fan of email communication and may prefer phone calls or one-on-one meetings.Some prefer virtual meetings via IMs, Zoom, or Google Hangouts.Some people prefer face-to-face meetings.So will their communication style.Įach person has a unique mode of communication that they like and prefer. The projects they give you will vary from one client to another. Not all clients are created equal, right? Regardless of the type of email you send, it will be useful for you to keep these general guidelines in mind before hitting the “ reply,” “send,” or “ forward” button.
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Conclusion General guidelines for email communicationsīefore you dive into how to create emails for client communications – it’s essential to keep some fundamentals in mind.The 15 different types of client emails.General guidelines for email communications.
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