You’d agree that when someone emails—regardless of its importance—he/she shouldn’t just write and press ‘send’, right?

Also, he/she must know how to write a good and professional email message. This means he/she must include all the important parts. Because those essential parts determine whether the email will get any open and click.

Importance of email marketing

Email marketing can be an incredibly valuable tool for increasing one’s business’s visibility, generating leads, and driving sales. 

You should be able to write a perfect email to urge people to add their emails to your list and then buy from you.

Here’s the reason why:

According to statistics given by wordstream

• When commutating for business purposes, 86% majority of business professionals prefer to use emails.
• 86% B2B marketers say that, in terms os revenue generation, emails were their most effective channel.
• The third most influential source of information for B2B audiences are emails.

There’s nothing quite like the feeling of sending your customers emails that actually convert and get them to do what you want them to do!

The email receivers click through from your email, check out what you’re selling, and then buy it — or fill out your lead generation form and convert it into a new lead — or whatever it is you’re trying to get them to do.

Writing a perfect email can be difficult. There are so many variables that come into play when writing an e-mail۔ Especially if it is to motivate others to buy from you.

Any email can never be effective if it lacks 2 vital things. An email’s subject line and body which includes—along with some others which I’ll mention later in this article—word usage and tone, are ingredients without which no email is effective.

If you don’t carefully write any of the above two mentioned parts, if your subject line isn’t catchy enough, or if your tone doesn’t land correctly, it’s better to not email at all. Writing effective emails takes practice.

Why is email marketing important?

The Brian Dean Case:

Brian Dean, the founder of the SEO company Backlinko, is the perfect example of how powerful an email list is for a business.

Backlinko made a huge list of email subscribers. Dean offered his subscribers his online courses worth more than $1000 to his email list and made over 1 million from the sales.

To win customers, write an email that serves the purpose. Just like what Brian Dean did.

You must write an email that is effective enough to persuade people to buy your product or service.

To make sure that emails generate interest and responses from subscribers, everyone needs to be careful of two (2) simple things to write a perfect, formal, and professional email in no time!

essential part of a professional email message

#1 – Email Subject Line

The very first sentence a person receiving your email views is a subject line. This line is the most important in every email. It is essential to write a superb and compelling subject line.

 Why?

Because, whether the person opens an email (to read your offer) depends on its subject line. The best way to increase an email’s open rate is to write an interesting subject line.

How to write an effective subject line?

No matter what you’re selling, crafting an eye-catching subject line is one of your most important tasks. Here are some tips for writing an attention-grabbing subject line that also invite readers to read on.

• The best way to learn how to write great subject lines is to study those that already perform well. 
• Find popular newsletters or other sources of marketing messages, and pay attention to what they do right.
• Make note of your favorites and test their language on your own list with A/B testing software or just simple split testing. 
• Improve upon them with each iteration and before long, you’ll have subject lines that get better results than any others out there.

Looking for help?

An effective subject line triples an email’s Open rate

 Use Pulsate’s A/B testing software for simple, low-cost split testing and landing page optimization.

The ABC rule:

I also recommend the ABC rule to write a subject line effective and compelling enough that the reader couldn’t resist opening the email.

It is the rule which leaves no option for the receiver but to open emails.

In the ABC rule, A is for attention, B means a benefit, and C is for curiosity.

A good subject line gathers attention by telling the benefits and makes the receiver curious enough that he/she opens the email.

Try to invoke a sense of urgency and let the reader think that something wrong will happen; that shouldn’t waste any more time, but open the email. Otherwise, they may miss something.

#2 – the body (Copywriting a great email)

You wrote a good subject line and the receiver happily clicked open the email.

He reads some sentences which might compel him to buy what you try to sell.

It is thus important to write an email copy that will help the reader to happily convert into your customer.

How to write such a copy, you ask!

Follow the TCPARS rule.

The TCPARS Method of writing an email copy

The idea behind TCPARS is that you should follow specific rules when writing emails.

What should I say? Try using the TPCARS formula. It’s worked for me so far and I hope it will help you too. This rule will assist you in writing an excellent copy. The reader will happily become your customer after reading that email.

The TCPARS rule is simple. It is an acronym for target, callout, personal connect, authority, and reciprocity.

Target: 

The very first thing to keep in mind is your target audience. This step is essential for any campaign.

Deciding on a target increases the effectiveness of the email campaign. 

Are you sending emails to professionals? Are the emails sent to mothers of toddlers? What are their ages, occupations, and hobbies? Answer all those questions. Also, include demographic data like their locations, and annual income.

For example, I want to send to “Email Marketers” who are between 20-45 years of age. They are professionals from Pakistan, India, and Bangladesh.

This means that I will have to use words familiar to people of these countries. I will have to promote products which are available in their countries—who will buy products not available in shops, anyway?!. 

Callout:

This step is also very important!

What is a callout then, in one line, it is the first sentence in the email and it’s used to grab attention?

You need to catch the attention of those you email. Your reader will not click on any link if the email is boring!

To increase click-through rate (CTR) you need to write a perfect callout.

What to write in the callout:

Hook your readers by telling them what they’ll get from the email and offer.

Personal Connect

This simply means that you need to show some emotions!

With personal connect in your emails, readers can relate to the message. They will think that ‘yes, this guy knows what I’m going through…’

The personal connect will increase the chance of a purchase or a click.

Authority

You need to show authority in your email. By authority, I mean you need to show that you know the business and you can help the reader.

Authority shows that the sender is an expert in the field and buying the offer will benefit them. Authority increases the trust of readers, implying that they could confidently take action (Li and Betts, 2003). 

Research by Corbitt, Thanasanki, and Yi (2003) found that people are more likely to take part in e-commerce (purchase) if they trust e-commerce (in our case, the message).

RECIPROCITY

Reciprocity is the principle that suggests when someone receives something of value, they feel compelled to reciprocate. This simply means, a person feels compelled to return when he/she receives something of (perceived) value.

You show the reader that you owe him something. Look at this script Hassan, of h-educate, used in his email, which is a perfect example of reciprocity.

It’s wonderful to give something ‘extra’ something more valuable to the reader. Read this email script Hassan from h-educated prepared.

RECIPROCITY is showing we care for them

Example:

An email offering a free e-book or a discount code can trigger reciprocity. When recipients perceive value *an ebook they wanted), they're more likely to engage or make a purchase as a way of reciprocating the gesture.

SOCIAL PROOF:

It is evidence that others talk about or approve of your brand, product, or service.

This is the last part of the process. Here you will add a social proof of your expertise. For example, you may add a screenshot of your previously published courses, screenshot of enrolled students, their reviews and so on.

You can also share screenshots of reviews from people about your offer.
when you are done, email with your email client

This shows that people found the producbrand is valuable

SOCIAL PROOF is proof that everyone talks about us

It builds credibility and trust, increasing the likelihood of recipients taking action.

You can show social proof by Including customer testimonials or highlighting the number of satisfied customers in your email.

Misc. Tips for Writing a Good Email Message

1. Utilize Social Proof: Include testimonials, customer reviews, or statistics that showcase positive feedback or approval from others, boosting credibility and trust in your email content.
   
2. Personalize Content: Tailor your message to resonate with the recipient's needs and preferences, enhancing relevance and increasing the chances of engagement.
   
3. Clear Call-to-Action (CTA): Provide a clear and compelling CTA that guides recipients on the desired action, whether it's making a purchase, signing up for a webinar, or downloading a resource.
   
4. Segment Your Audience: Divide your email list into smaller segments based on demographics, behavior, or preferences, allowing for more targeted and personalized communication.
   
5. Optimize for Mobile: Ensure your email is mobile-friendly, as many recipients access emails on their smartphones or tablets.

Final Words:

When emailing, take care of two essential things. The subject line and the body will decide whether your attempt was effective or was just a useless attempt.