In the world of sales and business development, email communication plays a crucial role in initiating and maintaining contact with potential clients. However, not all emails are created equal when it comes to eliciting a response. After sending thousands of emails and conducting numerous tests, I have discovered that the second email, sent two days after the initial contact, consistently generates the highest response rate. This article delves into the reasons behind this phenomenon and explores the elements that make this particular email so effective.
{Name} – Following up on the note below and wondering if we can connect at 3est on Thursday or if you prefer a video?
Why?
Element 1: ” – “
When it comes to email communication, formality can significantly influence the response rate. A formal email often prompts a formal response, requiring the recipient to carefully consider their words and craft a reply that adheres to professional norms. On the other hand, a less formal email grants the recipient the freedom to respond more casually, eliminating the pressure of composing a meticulously crafted response. By using the simple dash (“-“) in the subject line, you nonverbally convey to the reader that they don’t need to worry about formality and can respond in a more relaxed manner. This subtle linguistic cue can make it easier and more enticing for the recipient to engage in a conversation.
Element 2: Improper sentence
Engagement is a critical aspect of any email. In a world filled with overflowing inboxes, capturing the recipient’s attention becomes a daunting task. One effective way to pique their interest is through the use of an improper sentence structure. By deliberately crafting a partial sentence in the body of the email, you create a sense of curiosity. When the reader starts reading the sentence, they are already halfway through it, naturally prompting them to continue reading to find out the complete thought. This technique increases the likelihood that your email will be read and acknowledged, increasing the chances of receiving a response.
Element 3: at 3est on Thursday
Time management is a precious commodity for everyone, including your potential clients. When it comes to scheduling meetings or calls, the traditional approach of offering multiple time slots or providing a Calendly link can be overwhelming and time-consuming for the recipient. In contrast, suggesting a specific time, such as “3 PM EST on Thursday,” simplifies the process. The recipient only needs to glance at their calendar once to determine if the suggested time works for them. By minimizing the effort required to respond, you improve the likelihood of receiving a positive reply. In essence, the easier you make it for someone to respond, the more likely they are to do so.
Element 4: Or Prefer a Video?
In today’s digital age, communication has evolved beyond traditional methods. When was the last time you called a restaurant to make a reservation or place a take-out order? Chances are, you haven’t done so recently. We have become accustomed to the convenience of online platforms and applications that simplify our interactions. Similarly, when it comes to business conversations, many individuals prefer written communication over phone calls. By providing an option to connect through a video call, you cater to both preferences. Those who are comfortable with a chat-based interaction can proceed with that option, while those who prefer a more personal touch can choose the video option. By accommodating different communication preferences, you broaden your potential reach and engage with individuals who may have been hesitant to connect through other means.
In conclusion, the second email sent two days after the initial contact, has proven to be highly effective in generating responses. By employing elements such as a less formal tone, improper sentence structure, specific time suggestions, and video call options, you can significantly increase the likelihood of receiving a positive reply. The key is to make the process as effortless as possible for the recipient, reducing the barriers to engagement.
