Tag Archives: email communication

I normally don’t send out follow-up emails

Leave a reply

With the exception of a few messages that I get from LinkedIn, most of the messages come from my website.

People who are looking for a content writer or a copywriter land on my website, go to my contact form, submit it, I receive it, and then I respond.

When I send a reply, I assume that they need my services. Sometimes I briefly describe what they need, hoping that as we interact more, they will be able to share more information with me. I even send them sample links.

In many cases the client doesn’t get back. The reasons can be myriad. Maybe she doesn’t like my reply. Maybe she gets busy. Maybe she had contacted multiple content writers and copywriters and someone else responded and there was no need for her to get back to me.

Until a few years ago I used to send a follow-up email after 3-4 days. I would ask, “I hope you received my reply – just making sure. In case you’re looking for more information, do let me know, I will be happy to provide it…” and so on.

Then I stopped.

Initially it was because I got busy. I started getting enough assignments and unless someone’s name appeared in front of me (in the form of an unread message), I wouldn’t reach out.

Sure, when I am already working on an assignment and when I send the first draft and when the client does not respond, I do a follow-up, but that’s because I already know that the client is interested in my work, and she may have not got a chance to look at my document.

Gmail (Google Workspace) has this feature that highlights older messages if it feels I should have followed up but I haven’t.

In such cases, I go with the flow. If I feel I should write back to the prospective client, I do, otherwise I don’t bother.

As I have written above, initially it was because I was busy. Then my attitude towards my clients changed.

Almost all the clients with whom I end up working seek me out. I’m not saying I don’t value all my clients, but the clients who really want my services, follow-up. If I don’t respond for a couple of days, there is an email from them, or a message on WhatsApp or Telegram.

This works well for me as well as my clients. I prefer to work with clients who pursue me rather than me pursuing them.

The clients who don’t respond once I send them a reply either don’t need my services, or the initial offer that I have made isn’t acceptable to them. In both the conditions, I should neither waste my own time, nor theirs.

Although I’m quite better than many content writers and copywriters, I don’t delude myself into believing that I am among the best. I’m not arrogant about my abilities.

Nonetheless, there are some clients who benefit a lot from writing, and once they start getting the written text from me, they stick with me. There is a client who claims that his business picked up only when I wrote his website content.

I want to work with SUCH clients.

I remember that client pursued me for weeks. I was busy in disability activism as well as my current assignments those days. Eventually I wrote for his website.

The clients who really need my services get back to me. The clients who don’t, I don’t bother with them. And the clients who think I should pursue them multiple times before they give me their work, well, they’re not the right fit for me.

How to keep your emails personal yet professional?

Leave a reply

Every email marketing guru advises you to keep your emails personal.

What does being personal mean?

Here is a list to keep in mind:

  • Use your name for the “From:” field.
  • Know the name of the person and start with “Dear name” or “Hello name”.
  • Use a conversational style – write in a manner you would talk to someone sitting across the table.
  • Be specific in the message; this way the person knows that you’re specifically talking to him or her.
  • Mention something familiar (but not intimate).
  • Introduce yourself in the first line without sounding salesy.
  • Inform the person why you are writing.
  • If possible, inform the person why you are writing to him or her, especially.
  • Avoid using long sentences.
  • If it is a compound or complex sentence, keep just one sentence in a paragraph.
  • You can have 2-3 simple sentences in a paragraph.
  • Be genuine and come to the point as fast as possible.
  • Remember that your language represents your business, and more importantly, you.

How to keep your email message professional at the same time?

There is no need to do something extra. Professional writing doesn’t mean writing highfalutin sentences or injecting jargon in every expression.

Being professional simply means sticking to the business. No need to bring up intimate knowledge even if you possess it.

Be culturally sensitive. Remain as gender neutral as possible. Don’t use words and expressions that you wouldn’t use when talking to your child or someone you care for.