How can you get a genuine response to your emails?
Listen in today to learn how to put together a good email.
This will help you be clear so you don’t sound robotic.
Email exchange
Lindsay asks Aubrey if she has a specific technique she uses to get her kids to do chores.
Aubrey responds that she has different ways for each of her children.
She found that techniques that work for her eldest don’t work for the rest of her kids.
She had to find out what works for each child.
Lindsay notes that this type of approach can also be used in the business setting.
You need to personalize things at work, including emails.
When sending out emails, you want to find a way for someone to read your email and take the time to respond to you.
Today’s question
Today’s episode is inspired by a listener’s question.
Here is the question:
I am a purchasing agent who frequently imports products from the United States and other countries to sell in Taiwan, communicating primarily in English. I have noticed that when I send emails addressing issues such as inadequate packaging leading to damaged goods, heavy items placed on top of lighter ones causing deformation, or missing items with repeated explanations of computer errors, the responses I receive are often formulaic and unhelpful, lacking genuine improvement. Could you please advise me on how to craft my emails more persuasively to elicit sincere responses and achieve real improvements?
Claire
Sending emails
The best way to write an email is to make it simple and concise.
If you want to add a personal touch, you can personalize it.
You can structure it in a way that it gets straight to the point.
You should not use a single word more than you need.
Everyone is busy and appreciates a concise email.
Why to avoid canned responses
Today you’ll learn tips for getting someone to want to respond to you and help.
Some people might have canned responses.
With this type of email, you risk someone not responding.
In today’s episode, Lindsay and Aubrey will show you how to write a really good email.
This type of email will get your colleagues to read your email and respond clearly and honestly.
If you’re sending an email, it’s good to not sound robotic.
Here are four email tips from Lindsay and Aubrey on how you can get a genuine response.
#1: Use the person’s name
It might be tempting to send a bulk email but you can’t address it with their name, unless you use short codes in a mass email.
It’s powerful for people to hear their own name.
It gets their attention and feels personal.
It is generally acceptable in the U.S. to address a person using their first name in an email.
Depending on the industry you’re working in, you can use ‘Ms.’ and ‘Mr.’
You must avoid being too formal by starting with “Dear Sir/Ma’am.”
It is also not recommended for you to address your email with their job title; an example is “Hi HR Representative.”
#2: Casual and simple grammar
In email, you can use grammar that doesn’t sound stiff or too formal.
Some people make their emails more conversational so it sounds personal but still professional.
It makes the recipient of the email feel there is a respectful human on the other end.
Here are some examples:
- Too formal: Would you please inform me about the packaging workflow?
- Instead say this: I am wondering what the package workflow is.
- Too formal: Can you provide additional details?
- Instead say this: Can you explain more?
#3: Use “we”
You want to make the person receiving your email feel that you are both on the same team.
This builds connection.
If you’re emailing a customer you want to make them know you empathize with them and you want to assist them.
Here are some examples:
- What can we do to improve the packaging so that we both increased sales this year?
- I’d love to send you more business in 2025. Can we work together to resolve some packaging issues so that we can get you more orders?
#4: End the email with a question or call to action
Make your email concise and clear.
If you have a question, make sure you place it at the beginning of the email.
You don’t want them to read your email without knowing what you want them to do or what you expect from them.
Here are some examples:
- Can you share some information about how the product gets made?
- Would you mind sharing some information about the manufacturing process
- Any information you can share about how this gets assembled will be greatly appreciated
- Do you have any suggestions for how we could improve the way we put together the boxes?
Takeaway
To get a genuine response to your emails, it’s important to personalize and be clear.
Address the recipient by name to grab their attention, and keep the tone casual yet professional to sound human and approachable.
Use “we” to create a sense of collaboration, especially when working with colleagues or customers.
End with a clear question or call to action so the recipient knows exactly what you need from them.
Personalizing your message and being concise increases the likelihood of receiving a thoughtful response while avoiding robotic-sounding emails.
This is very vital at work to make sure you don’t break the connection, even over email.
What are other email tips you want to learn?
Let us know in the comments below.
