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How to Craft a Polite Email

Hello, this is Laura Lee Rose – author of the business and time management books TimePeace: Making peace with time – the The Book of Answers: 105 Career Critical Situations – and I am a business and efficiency coach that specializes in time management, project management and work-life balance strategies.

A busy professional asks a question regarding customer sales.

How do you craft a polite email to customers who haven’t responded to your previous emails?

I’m an international trading clerk, I have some customers who used to talk to me smoothly, but once I give them the price, they don’t reply me or even a comment on the price. So how should I contact them in a polite and comfortable way as a follow up?

Well, email isn’t the only tool in your toolbox. Also email isn’t actually “talking to you smoothly”. My recommendation is to use email:

· as a “record” of your more intimate phone conversations

· as a summary of your last phone conversation

· to remind the client of the next step in the buyer’s journey (which may be another phone or in-person meeting)

One recommendation is don’t craft a polite email, call them. Calling them shows that you’re serious about winning their business, as you actually took time out of your day to follow up in a more personal manner. Attempting to speak with them directly shows initiative on your part, and a desire to do what is necessary to not only wins their business, but to retain it.

With an actual phone conversation, you can provide additional information, demonstrations, and charm them with your personality and sense of humor. You can also discuss next steps and get verbal agreements throughout the conversation. Verbal agreements lead to sales.

As far as price: price is never the biggest sticking point in the prospect decision making process. It’s usually that

1) they have questions you have not answered (you need to know what those questions are, they are not going to tell you),

2) you have not asked the RIGHT questions (to find their pain) or

3) they don’t like/trust you

Bantering through email doesn’t really resolve any of these things.

Consider a more personal approach:

· Visit the at their site

· Invite them to your site

· Make personal phone calls

Bottom line: If one method of communication isn’t working, do not continue with that method. Switch it up and make your next method more personal with a sense of urgency.

See what you think about those ideas.

I know your situation is different. If you would like additional information on this topic, please contact LauraRose@RoseCoaching.info

I am a business coach and this is what I do professionally. It’s easy to sign up for a complementary one-on-one coaching call, just use this link https://www.timetrade.com/book/WFSFQ

With enough notice, it would be my honor to guest-speak at no cost to your group organization.

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  • Eilenblogger

    I have found that the most effective way to craft a polite email is to not hit the “send” button…