Email Communications: 9 Common Errors to Avoid
The internet has changed the way real estate agents do business, and you probably find yourself sending a lot of email messages each day. Unfortunately, you might think very little about electronic communications because email has become so common. Yet, you could be making mistakes that are damaging your image. Here are nine of the most common email errors you can easily avoid to sharpen your image and increase your odds of success.
- Grammar
Misspelled words and improper grammar are a direct reflection of your competence and intelligence. Use a good spell check and grammar program like Grammarly. Try it! It's free! These tools help you write perfect sentence structure with very few mistakes. Grammar tools are inexpensive, and others are free to use also.
- Misspelled Names
Everyone loves to hear and read their names, and you should include names whenever you can. However, this strategy can backfire on you if you make spelling errors. For instance, how do you feel when someone sends you a letter and your first or last name is misspelled? You may be insulted, and the same thing happens to the recipient of your emails if you do not take the time to check name spellings. So, before clicking the "send" button, be sure to double-check all names.
In a recent survey of business professionals, over 80% listed email marketing as the most effective form of marketing regarding the retention and acquisition of clients.
- Special Characters
The subject title is not the place to include exclamation points or dollar signs in your emails. Using all capital letters or special characters for the subject line is a common ploy of spammers. Many email filtering programs will send your "special" messages to the spam folder, and the recipients may never see them.
- Subject Omission
It is essential to fill in the subject line for every message you send. Otherwise, the recipient may view the email as junk mail. A blank subject line may get you no response, and your reputation as a thorough real estate agent might be questioned.
- Wrong Subject
When the subject line and content of your email are different, it can cause confusion. Always make sure that the subject and body of the email match. If not, you may be seen as inept.
- Non-Standard Format
If you use fancy or huge fonts, you may attract attention. Yet, it might be the kind of attention you are not looking for. Bright colors, extravagant images, and unusual fonts may make you look unprofessional. In the real estate field, people want to do business with experienced professionals. Keep your format standard with black text that is easy to read. Stick to proven fonts like Arial and Times New Roman.
- Improper Greetings
Your greetings should be professional such as "Dear Mr. Smith." With established clients, it is OK to use first-name greetings. However, it would be best not to be too formal or forget to include a greeting in your emails. There should be little difference between your emails and a typical business letter. Include your contact info with your email signature. Below your signature line is a perfect place to add links to your Facebook, Twitter, Instagram, and other social networks.
- Chatty Communications
Did you ever receive an email that was too long? You probably stopped reading at some point and never went back to it. To avoid lengthy emails, take the time to proofread and condense before you send off the email. Omit words or sentences you do not need. Clear and concise emails that are easy to read are better understood and more likely to get a positive response.
- No File Attached
You might want to include a pdf file or photos of some local listings in your emails, but you have forgotten occasionally. We all have. It is crucial to double-check to make sure you uploaded the file. Also, check to see if it is the correct file.
Things to Remember
If your customers or prospects receive an email with poor grammar, they may delete it and forget about you. Proper grammar is as easy as using the right program. A misspelled name can create issues you cannot overcome, even with excellent service. Use a standard business letter format and avoid fancy and colorful fonts, special characters, and cheap ploys to get attention. Include a proper greeting with each email. Keep the body of text short and concise, and the subject title has to match the content to avoid confusion. When you plan to include a file, check to ensure the file was uploaded to the email before sending it. If you make a mistake, call attention to it and apologize to the recipient. Your clients will usually understand that you are only human. When you limit common mistakes, you can improve your public image.
