3 Mistakes to Avoid When Writing E-Mails to PR Clients


For PR practitioners, staying in constant contact with clients is of the utmost importance.

Over the course of a work day, e-mail is the quickest way to share ideas and information to ensure both sender and recipient are on the same page.

With PR pros having to juggle multiple projects under tight deadlines, the attention to detail in crafting e-mails can slip at times, as the focus is often more on getting the note sent quickly than on making sure it is written properly. With that in mind, here are three mistakes PR pros should avoid when writing e-mails to clients.

E-mailing too often: Didn’t you just send me one of these, like, yesterday? While it’s impossible to determine the precise frequency for distributing e-mail updates, unless you are providing truly essential, timely information, keep your finger off the "send" button.

Overloading the e-mail: Keep the expression "too much of a good thing" in mind when sending e-mails. Attachments, embedded photos, an excess of active links and even certain words can easily result in having the e-mail redirected to a spam filter. Send attachments only when requested and list active links sparingly.

Not personalizing e-mails appropriately: When communicating by e-mail, don't go the route of generic salutations. If you are communicating with a potential client for the first time, address them as "Mr. X" or "Ms. X"—you don't know the person you are contacting, so don't be too informal. Once you know the contact better, then it is appropriate to go by first names. And this also applies to the e-mail subject line. Using a subject line such as "For Mr. X, as requested" will catch the eye (provided that the spam filter doesn't catch it first).

 

Follow Jamar Hudson: @jamarhudson


Comments Off



Deals of the Week

$150 Off PR News' Social Media Summit

socialmedia201602-180x150Join PR News in Huntington Beach, CA on Feb. 26 for the Social Media Summit, where you'll be immersed in real-world, tactical case studies from brands, nonprofits and agencies and get takeaways in pulling and analyzing social media data; emerging social platforms and apps and so much more. 

Use code “150” at checkout to save $150 o the regular rate.

$50 off the CSR & Green PR Guidebook

csr_vol7_print_digital-thumbPR News’ CSR & Green PR Guidebook, Vol. 7 captures best practices in communicating the positive relationships that organizations are building with their communities of interest. This six-chapter guidebook connects the dots between the effective communication of positive social contributions and corresponding improvements in bottom lines.

Use code “50off” at checkout.

Save $100 on a PR News Subscription

cover5.18

 

Let PR News become your weekly, go-to resource for the latest PR trends, case studies and tip sheets. Topics covered include visual storytelling, social media, measurement, crisis management and media relations.

Use code “SUBDEAL” at checkout.

Comments are closed.