How to Write an Effective Email Quickly (4 AI Tools You Can Use)

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How to Write an Effective Email Quickly (4 AI Tools You Can Use)

Email writing is distinct from text messaging. When it comes to writing an email from scratch, people tend to overthink a lot. You’re not sure what to include, what to exclude, and whether what you’re now writing is really correct.

Every day, as a service provider, I must compose hundreds of emails. As a result, I’m the ideal individual to answer your inquiries.

Writing good emails quicker becomes as simple as composing a message on a messaging app with the right content. Then, you may employ AI techniques to accelerate the process. This is how.

10 Tips to Write Effective Emails Faster

1. Treat Subject Line as the Summary of Your Email

When you need to send an email, the first thing you should do is create a compelling subject line. It’s the first thing your receiver sees, and any email with an inadequate or non-existent subject line may be discarded or redirected to the spam bin.

As a result, you may need an additional minute to think about it and write it. Treating your subject lines as headlines is the simplest approach to keep them from being too generic or imprecise. All you have to do is describe your email in a clear and straightforward way.

2. Greet Them

Following your subject line, you must establish the tone of your email and create an impact on your receiver. Greeting them, whether officially or informally, is the ideal method to do so. If you’re unsure, choose the official route.

Here are the different ways to greet your recipients:

  • Hello: This is for straightforward and pleasant chats.
  • Hi: It’s simple and polite.
  • Dear: It’s a little strange, but you may utilize it when calling an executive or whatever.

3. Add an Opening Sentence

After greeting your receiver, you should feel compelled to discuss the subject of your email, but halt for a while. Write an introductory statement before you say anything to help your email flow.

One of the best ways to do it is by adding an opening line.

Here are a few examples that you can use directly:

  • Let me introduce myself.
  • It’s great to hear from you.
  • Hope you’re well.
  • I’m reaching out about ____
  • Thank you for the update.
  • I’m checking in on ____
  • Congratulations on your success! (recent achievement).
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4. Introduce Yourself

If you’re contacting someone for the first time, you must identify yourself before proceeding.

Even though individuals may chat for hours, when asked to introduce themselves, they begin to sweat. Don’t be concerned. That does not have to be the case. Use one of the following formats to make things simpler.

  • My name is (Full Name), and I work as a (Your Current Role).
  • My name is (Full Name), and I work for a/an (Industry) company named (Company’s Name).

The recommended approach is to provide little more than a phrase or two about yourself.

5. Get to the Point Fast

Making your email a speedy delivery of the information they want is the greatest approach to guarantee it is beneficial to the receiver. In other words, get to the point as soon as possible.

You’ve already addressed your recipient, written an introductory line/introduced yourself, and now explain why you’re emailing them. If you need to address many topics, prioritize them and start your email with the most crucial one. It might be responding to a query or making a request.

6. Include One Big Idea

If your email becomes too long, follow the advice of regular content writers and include a conclusion or a significant thought at the end.

It will concentrate all attention on the most vital subject. For example, you need something done first, or you need a response right away to continue with a project, etc. You might also end with something like: The important takeaway from our talk is [].

7. Keep It Concise

A typical professional gets more than a hundred emails every day. It means that the majority of the individuals you encounter are preoccupied. No matter how much they like you, they are unlikely to tolerate rambling. So, keep your emails brief and to the point.

Another problem of long emails is that they might become ambiguous, deviate from the primary message, or even cause misunderstandings.

8. Be Respectful and Generous

The beauty of sending courteous and polite emails is that you may argue with someone, provide different viewpoints, or even request favors while still seeming acceptable to the recipient.

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If you’re going to do anything like this in an email, start by thanking your recipient or complementing them on their work or thoughts. Then, without openly declaring that what they did was poor or utterly wrong, express your viewpoint.

9. Add a Closing Sentence

Your ending line is determined by the sort of response you anticipate from the person you’re contacting. Depending on the situation, you might choose to finish your email with a statement or a closed-ended inquiry. However, at all costs, avoid concluding with an open-ended inquiry.

That’s because a statement and a closed-ended question control your discussion, keep it on course, and secure a response.

An open-ended inquiry, on the other hand, lengthens the discussion thread needlessly. Furthermore, if you’re emailing someone who is really busy, your email may be completely disregarded.

Here’s an example of a closed-ended question.

Let’s discuss it further over a call. Which time works the best for you?

  • [Time 1]
  • [Time 2]
  • [Time 3]

It facilitates your recipient’s decision-making process.

Here’s an example of an open-ended inquiry, on the other hand.

We can talk about it more over the phone. So, when are you available?

It puts pressure on your receiver to check their schedule before responding, making action impossible.

A statement may also be an excellent addition to an email. As an example:

  • I look forward to hearing from you and collaborating with you.
  • Have a nice day.
  • Thank you.

10. Sign Off

Finally, depending on the context of your email, you may finish it with any of these sign-off words.

  • Kind regards
  • Regards
  • Sincerely
  • Best
  • Cheers
  • Best wishes

All of these pointers should be enough to help you draft and respond to emails correctly.

These AI tools might be useful if you’re searching for new projects or a new career, or if your existing work demands you to send many emails every day.

1. Lola AI

Lola AI Writing tool page

This application allows you to build personalized opening lines based on the information in your recipients’ LinkedIn profiles. Simply enter the recipient’s LinkedIn URL into the tool, and it will generate unique opening lines based on their profile information.

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The tool costs $36 per month for up to 200 opening lines.

2. SmartWriter.ai

Smart writer AI tool webpage

SmartWriter.ai assists you in gathering information from your recipient’s public profile and news items in which they are referenced. It allows you to make tailored emails for the folks you’re contacting.

You may use it to send cold emails or LinkedIn messages as part of your outreach efforts. The tool’s membership fee is $49 per month.

Snazzy AI email writing tool webpage

Snazzy.ai may be a great tool if you’re establishing a new company and need money. It provides email templates for pitching VCs or angel investors.

However, you must first establish an account on the site. To begin sending emails, input the audience you want to reach, the keywords you want to find, and a description of your product. It will also save you time by delivering a tailored first draft.

After that, you may fine-tune it to perfection. The monthly membership fee is $25.

4. Lyne.ai

Lyne AI writing tool results for a client

This is another another AI tool to assist you in creating the right hook for your recipients. To get started with Lyne.ai, import a CSV of your prospects’ work emails or LinkedIn profile URLs.

You may also choose how many sentences you want the tool to write for the introduction, such as 1-2 sentences or 3-4 sentences, and so on. The monthly membership fee is $99 USD.

Writing Emails Has Never Been Easier

If you’ve ever struggled to collect all of the information needed to write a decent email, your search is over.

Make use of these suggestions and resources to help you create your next excellent email quicker!

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