Last Updated on 2020-12-26 by ppcguybklyn
No matter in the US or Taiwan, if our job is related to marketing, it is essential for us to communicate with supervisors and customers using emails. How to use email to report performance, answer questions, and provide suggestions correctly and effectively is as important as paid search ads and optimization. An outstanding email can be a way to earn trust. However, we do not have lots of chances to practice writing professional emails at school or in our daily lives. In this article, I will use my experience to provide some tips for writing professional emails and elaborate on common mistakes for Chinese users.
Tip 1: Use paragraphs or blanks
The most important thing in writing an email to customers or supervisors is to make sure they can read your email thoroughly. Our goal is to use the least emails to solve problems. In order to decrease the frequency of confirming what we have mentioned in the original emails, using paragraphs or blanks to show things we need customers or supervisors to confirm is the easiest way.
For example, we need to report 3 things: the increase in ad performance, possible reasons for increase/decrease, and our improvement plans for next month. If we write all things in the same paragraph, some parts may be neglected by receivers. Therefore, we can:
Paragraph 1: The Increase in Ad Performance
Paragraph 2: Possible Reasons for Increase/Decrease
Paragraph 3: Improvement Plans for next month
Although sometimes we may only have one line for one paragraph, we can still separate every single thing to make sure people would not neglect important things.
Don’t forget to get to the point first. Put important things at the beginning of the email to make sure others can receive what you want to convey.
Tip 2: As concise as possible
Like what we mentioned in the beginning, our goal is to use the least emails to solve problems. If there are too many messages in the email, the receivers may miss something important or lose focus. To prevent sending emails to confirm what previous emails have mentioned, we should be concise in our emails. In my opinion, the email should only mention the main object of the email (such as report performance) and things we need the receiver to confirm/reply. Others are redundant. To express our opinions effectively can leave a professional impression on customers or supervisors.
Common mistakes for Chinese speakers 1: Being too courteous
When it comes to writing an email, people would think we should put Dear before the receiver’s name, and use sincerely at the end of the email. In writing class or English ability test, we have learned these formal words and usages. However, these formal words would make people feel distant from us. Properly use some daily life words such as hello, thanks or even some emoji can make ourselves closer to customers and supervisors.
Common mistakes for Chinese speakers 2: Write all the things within a sentence
This is more like a personal writing habit. When writing in Chinese, we would use several commas in a sentence and use a period to end this sentence. Sometimes, people even write all things in a long sentence. However, when writing in English, we should prevent long sentences. How to separate sentences and use simple words to convey opinions effectively is an index to see if the person is professional or not.
Useful Grammar Tool
In marketing-related jobs, grammar and expression which include not only emails but also writing and designing copywriting as well as proposals are really important. If you have less confidence in grammar, I would suggestGrammarly. This is a free tool for spelling and grammar proofreading. We can also set it up on Google Chrome to make English writing easier. If you want to know more about function, you can readA good helper in English writing – How to use Grammarly Free Version.
Example
If we find campaign A’s performance was better than our expectation, and we want the customers to raise their budget to earn more profits, we can attach the performance report in the email and ask their opinions.
Hello John
Hope you had a wonderful weekend.
(Warm Greeting)
I’m emailing you because we have noticed that Campaign A’s ROAS for the past 14 days is 7.5, a lot higher than we expected.
We were hoping to increase the campaign’s daily budget from $20 / day to $50 / day to attract more conversions.
I’ve attached a detailed campaign report ( last 14 days vs previous period ) for your reference. Once we have your approval, I will increase the budget to the proposed amount.
(Separate 3 things: performance is higher than expectation, want more budget, and attach is the report, to make sure the receiver will not neglect a thing)
Please let me know if you have any questions or concerns.
Thank you and have a great day.
(This is a common and useful ending.)
