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Speedy Email Reply is a Business Opportunity You Can't Dare Miss

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(Posted on: 2006-04-13)

Your email response should be complete,Correct and prompt!

Judging from what we receive, lots of people have not thought much about replying their emails. Yet dealing with it effectively is vitally important to the success of your business. This may be the most overlooked and under-valued aspect of doing business online. Here is what is needed.

-You must answer it!
-You must answer it Promptly!
-You must answer it Completely!
-You must answer it in a honest manner and
-You must answer it with grace and style!

These all seem obvious. They reflect plain good old common sense. Yet we find one or more of them ignored in much of the email we receive.

You Must Answer All The emails!

Apparently many are selective as to what they will reply to; it's a massive mistake. If we visit your website, ask a question or two and do not receive a reply, we promise you won't hear from us ever again. period! -and here it goes again "Another potential customer goes begging!"

You say you're just too busy to deal with dumb foolish questions or stuff of no interest to you? If that is really true, then you can afford to hire someone to do it for you. If a person felt it was worth the time and trouble to write to you, they honestly deserve a reply.

Not so? Try this. Pick three sites you feel are successful and ask them a question, any foolish question. Let it be something way off the mark. Maybe; "I was given this URL as a source of information about web hosting by Dobermans,but the address must be wrong. do you by any chance know of such a source?"
You will definitely get a reply of some sort. It may be brief and to the point, mostly likely but courteous.

Spam is probably part of the problem. Much too much of what we receive is pure junk. Even so, we take the trouble to read at least the first line or two before hitting the delete button, for serious email does occasionally come in looking like junk.

Think about what a Person risks in asking a simple question. Ridicle, rejection, and such, and the possible misuse of the email address that brings more spam. However, an email reply should be mandatory. Besides, it's a good fundamental of a sound business.

Always Answer Your Email Promptly!

This can be difficult if you are on a full time job. Still, it must be done. If an email is answered every evening, in most cases you provide a same-day response, which is sufficient. You might also consider a morning session before going to work. Since not many messages come in during the night, a short session may work well. You can leave a tough question or issue until evening.

We check our email four to six times each work day. It really pays off. We see it in a reply that begins with: Wow; That was quick! We see it even more clearly when a sale comes through an hour or so later.

Again judging from our email, some apparently wait until the weekend to answer. This may mark you as a part-timer in your web business, a negative to be avoided if possible. For the same reason, we do not reply to business email on Sundays or Public holidays.

You Must Answer Your Email Completely!

Next to waiting too long for a reply, Our pet peeve is a reply that fails to answer the question we asked, or an important part of it. Often these are just carelessness, but consider what it does to a company image. Do you want to deal with careless people?

One of the problems with email is the lack of eye contact and body language available in face-to-face conversation. Even the phone gives something of this, as in a hesitant response, the opportunity to quickly repeat something that may have been misunderstood, or correct a blunder, etc.

This slack is just not available in email. All you have are the words in front of you. To complicate matters, not everyone is a good writer. This sets things up so that it is easy to overlook the real question buried in the one apparently asked.

If you have the slightest doubt about what the question means, you should say so. Maybe: I'm not sure I understand the question; If you meant...blah, then...blah. Then wrap it with; If that is not what you were looking for or I missed something, Please get right back to me.

Complete does not mean it is necessary to write a manual. In fact brevity is king in all business correspondence. If the question is too broad, the best choice is to try a one sentence reply that offers something of the answer, followed by a reference or suggestion.

Answer Your Email Honestly!

As stated, your answer should imply the truth, is the need to be correct. Never try to fake it; people will quickly peg you as a phoney, con artist, or worse. Sometimes the best answer is : Sorry, I don't know. Maybe continue with; It seems to me ... Also provide a resource if possible. Worst case, suggest a search engine; but in whatever you say, be honest and correct.

Answer Your Email With Grace and Style!

Very Few webmasters are professional writers, so how is the above possible? Substitute courteous for grace and first part may make more sense. The idea is to treat the email writer as you would a valued client or customer.

Your first contact with a future prospect is quite likely to be an email. Since you are not meeting face to face, you can not offer a warm handshake, a wide smile of welcome, or show your intense interest with your eyes or posture. While it is not easy.

Style is not as tough as it sounds, for we all have one, whether or not we recognize it. Some tend to be informal, Some tend to be formal. Most are somewhere in between. Whatever your style is, it matters little. The important thing is to be true to whatever it is. To do otherwise will quickly destroy your credibility. That is , cute and clever doesn't make it, unless you truly are, and so is grand formality doesn't fly unless it is who you are. Write as you would speak to a visitor to your office or shop.

All of the above has to do with creating trust. Any relationship between you and a customer or client begins with trust. A email question gives you the opportunity to build on the trust inherent in the act of sending the message. Do otherwise, and you will blow it.

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