How to Get More Email Response

Is it possible to use personalized email that gets a response, and ultimately, new clients, from those in your network? 

I’m not talking about mass direct emails, but sending individual emails to people in one’s network, LinkedIn connections, past clients, etc. for the purpose of generating enough interest to get a conversation with that person. Roadrunner email login

For a full year I conducted a Marketing Action Group program to teach and support participants to use direct, personalized emails to get new business.

In this article I want to share the results with you and also best practices for emails that get the most response.

Many of the participants got very good results and ultimately attracted enough clients to fill their practices. Of course, some were less successful.

What are the things that made the biggest difference between those who got great results and those who didn’t?

Quality of the contacts and relationships

This may have been the most significant factor of all. If you are contacting people you have more of a relationship with you are much more likely to get a positive response.

One of the most successful participants was a career coach who worked with doctors and had also been a practicing doctor herself. She contacted past colleagues by email and phone and was successful in doubling her practice in about three months.

The fact that she was highly intelligent and had excellent writing and conversational skills obviously also made a difference.

Another participant, a leadership consultant, also had great success despite a fair amount of reluctance and resistance to the process. But her very authentic and personal writing style got a very favorable response from her recipients. By the end of the course, her practice was full.

So, a good network with quality contacts, plus being a good communicator was the biggest predictor of success. Interestingly, these often go hand-in-hand.

The style of the emails sent

Based on a lot of research and my own personal experience, I developed a number of email templates that were proven to get a relatively high response from recipients.

When people used those templates and customized them for their recipients, they generally got excellent response.

Upon starting this program, I thought this would be the easy part. It wasn’t. Many people insisted on using their own templates purely based on guesswork. And most of them were completely ineffective.

These emails didn’t communicate effectively and failed to break through. After all, we all get dozens of emails every day and it’s harder and harder to get attention. Simple is better.

I’ll outline the most effective email template in the second part of this article, but next, the final element that increased the chances of email success:

Persistence and consistency in sending emails

I asked participants to make a simple promise: Send out a minimum of one email each weekday to prospective clients.

Many stuck to that plan, and because they were composing, fine-tuning, and testing emails consistently, their results improved over time.

But many struggled to send out emails consistently or would avoid it altogether. After all, it can be discouraging to send emails day after day that don’t get much response.

Those who persisted and studied what others were doing, gradually started getting better results, and buoyed by that success went on to get more responses, meetings and new clients.

The first of these success factors depends on your current network and depth or relationship. If you don’t know a lot of people, this process will be much more challenging.

The second success factor is the one you have the most control over – sending emails based on a proven template and style.

The third success factor depends greatly on the first two. You’re more likely to persist if you have a good network and are sending good emails. But I also noticed improved response from anyone who stuck with the process, determined to get results.

The email template that works the best

The most effective emails are personal, relevant, simple, and short, with a clear call to action.

Subject line

Subject lines that were not hypey or salesey, but articulated a clear benefit, worked the best:

“David, some management ideas that may interest you”

“John, a question about your current compensation plan”

“Sarah, a new productivity process I’ve been testing”

Nothing over-the-top. No best, greatest, or amazing. All of those alert the recipient that they are about to be slimed.

Opening paragraph

Find a way to authentically acknowledge or praise your recipient. Remember, these emails are sent individually, not as a mass mailing, so personalization makes all the difference. Of course, the closer the relationship, the better. Always start with “Dear Name” or Hi Name.”

“I remember in college how you were always the one to ace the science exams! It’s no surprise to me that you’re now the manager of research at Breakthrough Life Sciences. Congratulations for making your dream real.”

How could someone resist an opening like that? Sincere praise works wonders. But fake praise is a complete turnoff.