Writing the Right Email: Formatting Dos and Don’ts

Agency Operations

Independent agents send dozens of emails a day. These messages range from personal correspondence to client communication. Why? Texting aside, email is the fastest and most efficient way to relay information. Because email is so prevalent – and because we tend to “speak” differently (read more relaxed) in our personal correspondence than in our business correspondence—it can be easy to forget who we are talking to and lapse into the vernacular when communicating with a client or prospect. Using such an informal tone can cost you a lead or irritate a customer. To avoid these issues with your professional correspondence, we’ve put together some dos and don’ts of email writing and formatting.

DO

• Read over emails before you send, checking for spelling and grammar errors
• Use a professional font like Times New Roman or Calibri
• Write in a positive tone ( “Plan to arrive early” instead of “don’t be late”)
• Get main points across with bullets and numbering
• Stay brief and to the point

DON’T

• Use emoticons – these are never appropriate for professional emails
• Rely on abbreviations
• Employ all caps. This is essentially shouting, which is not appropriate
• Go on and on: emails are meant to convey only the most important information
• Use colored or “fancy” font, including in email signatures

Crafting a clear, concise email takes effort and practice, and is an important part of creating and keeping good business relationships. Your agency should have a system for tracking such relationships, be it clients, partners or prospects, including retaining email communications.

Your agency management system is an excellent tool for consolidating correspondence. Partner XE utilizes Microsoft Outlook integration to keep track of all emails, and mobile access for on the go additions to individual profiles. To find out more about what Partner XE has to offer to help build your agency’s partnerships, contact us at [email protected].

Email Etiquette Basics for Your Independent Insurance Agency

Agency Operations

Email has quickly become one of the most efficient and effective ways to communicate with co-workers, clients, and business partners, making it almost second nature to many. However, the ease and familiarity of emailing can lead to poorly written, unprofessional communication when doing business. Professional environments, trusted agencies require quality written communication. To ensure you and your agency staff are communicating in an appropriate manner, we suggest adhering to the following email etiquette basics.

1. Use a short, meaningful subject line that communicates the content well (i.e. “Update on Braverman Policy”)
2. Reply all only if the response will benefit all the individuals from the original email
3. Include the message thread when forwarding or replying to an email
4. Read your email before sending, checking for spelling/grammar errors and ensuring your message is clear
5. Check that you have included all attachments, sending them only if requested and pertinent
6.  Return emails within the same time you would return a phone call (24-48 hrs.)
7. Send emails introducing problems or concerns during the day – do not wait till the end of the business day to start an issue
8. Keep messages clear and concise, using bullets or lists to convey the most relevant information
9. Avoid sending confidential information over email
10. Do not forward junk mail, chain letters, or any solicitations using work email

Before sending, put yourself in the place of your email recipient and think: “Would I read this email? Would I understand it?” This simple check in will help you become a better writer and communicator, benefitting your clients and colleagues.

For more tips on how to improve your email communications and productivity, read our Email Productivity eGuide, available for free at sispartnerplatform.com. While you’re there, check out how Partner XE’s email integration can help streamline your agency’s practices and improve agency communication. For more info on Partner XE’s capabilities, contact us at [email protected].