When to send an email?

The art of writing a good email can be challenging. In this article, we'll explore when you should use each of these techniques so that you're not wasting too much of your valuable time on ineffective communication attempts.

You might have heard people saying "you only get one chance to make a first impression," but what does it mean in terms of email marketing? The truth is that every contact with someone new has its own circumstances -- if you don't know how to tailor your message accordingly, then you may end up sending them something they aren't interested in at all!

Keep reading as we discuss some important points about when to send emails. We'll also give you examples of effective messages tailored to different prospects.

For more information about using email effectively, check out our free guide below:

What Is the Process of Prospecting?

Prospecting involves finding potential customers or clients who could benefit from your product or service. It's usually done by starting conversations with strangers (or those whom you've never met before) through cold-emailing. Cold calling happens after you've exhausted other ways of reaching out to individuals such as networking events, trade shows, meetings etc. If you haven't found anyone else to approach yet, cold calling is probably going to be your best bet.

There are many things to consider when deciding whether it's worth contacting a particular person via email. Here are just a few questions you need to ask yourself:

Is there any possibility of having a positive outcome? Would you like to speak directly with this individual? Will they want to hear from you? Do they fit into your ideal customer profile?

Have I reached my limit? Am I doing everything possible to reach out to others? Shouldn't I try harder? What am I missing here? Are there better strategies than trying to pitch everyone in front of me? Maybe I should focus on specific groups instead? Who do I think will find value in what I offer? Why isn't their current situation improving enough for them to take action now?

Am I being persistent enough? Can I keep pushing myself without getting discouraged? How often should I write to prospective buyers? When should I stop? What is the point of chasing down leads forever?

If you feel that you've answered yes to most of these questions, you probably shouldn't waste anymore time on this lead. Keep moving forward until you come across another lead type/target group that would benefit from your products or services. You can always revisit this lead later once you've gained additional insight.

It's very easy to go overboard with prospecting because sometimes you forget why you started working towards achieving certain goals in the first place. Take a break whenever necessary, regroup, reevaluate, and rest assured that you won't burn out. Remember that your goal is to generate income for your business, nothing else matters except helping people improve their lives.

What Are the Three Methods of Prospecting?

Cold-calling: This method comes after exhausting other means of finding targeted prospects. There are two main reasons why people choose to use cold calling over other prospecting techniques. First, cold calling doesn't require any warm market relationships which makes it easier to start talking to strangers. Second, cold calling works even if you don't know anything about the recipient personally. However, this technique generally produces fewer results compared to other prospecting methods.

Direct mail: Direct mailing is commonly used among B2B companies offering professional services. For instance, lawyers, accountants, financial planners, consultants, public relations professionals, advertising agencies, graphic designers, web developers etc. Direct mail offers higher response rates compared to other forms of direct outreach. But since it requires a lot of resources, it's mostly reserved for larger businesses.

Online ads: Online ad campaigns targeting local communities are becoming increasingly popular. People looking to buy homes, cars, furniture, appliances etc., tend to look online to compare prices and reviews. While this form of prospecting requires less resources compared to offline tactics, it may not produce optimal results for smaller businesses.

What Is an Example of Prospecting?

To understand what kind of content we should include in our emails, let's examine the following hypothetical scenario. Say we run an ecommerce website selling pet accessories and supplies. Our average conversion rate is 3% while our bounce rate hovers around 40%. This indicates that visitors leave our site within seconds due to poor navigation and lack of interesting products. So far, we haven't been able to convert many traffic sources into paying customers.

Now say we decide to switch gears and develop a social media campaign focused on increasing brand awareness and driving engagement. After running several promotional efforts, we notice significant spikes in user activity and interaction on both Facebook & Twitter. In addition, we see an increase in sales inquiries coming from previously nonactive accounts. And although our overall conversion rate remains low, we did manage to convert some users into active subscribers. As a result, we were able to grow our subscriber list exponentially during this period. Overall, we saw a 30% improvement in performance despite spending significantly less money on promotion.

Although this case study was highly simplified, it illustrates how changing priorities can boost revenue generation. With this said, you must remember that you can't force growth onto existing customers -- you can only provide value and hope that it resonates well with them!

What Are the Different Methods of Prospecting?

A typical email newsletter contains multiple pieces of content designed to attract different kinds of readers. Since there are limited hours in a workday, marketers face a difficult challenge of selecting relevant topics to cover in order to maximize productivity.

Here are some helpful guidelines to follow when composing emails:

Create compelling subject lines. Subject line optimization plays a vital role in attracting attention. Use catchy headlines to draw viewers' eyes toward your call-to-action buttons. Also, avoid cliched phrases such as "Dear Sir" or "Thank You". Instead, personalize your greetings based on the relationship you share with recipients. Make sure to address each letter individually so you don't overlook anyone.

Write clear, concise paragraphs. Don't ramble on with lengthy sentences. Break long texts into short segments to prevent boredom and confusion.

Use bullets and lists. Bullets and numbered lists convey ideas clearly and help reduce extraneous words. They also allow readers to skim through quickly without losing interest.

Reach out to emotional triggers. Studies prove that people respond favorably to emotions rather than logic. Therefore, evoke strong feelings so that your audience feels compelled to read further. Try to create curiosity by giving away useful pieces of information for free.

Be consistent. Develop a set tone throughout your newsletters to maintain consistency in style and language. Never underestimate the power of word choice. Be careful not to sound repetitive, generic, or stale. Give priority to quality over quantity.

Don't ignore negative comments. Respond promptly to complaints and criticisms raised against your company. Address common concerns properly and show empathy. Avoid defensive arguments and counterarguments. Focus on developing solutions instead of pointing fingers. Justify your decisions with facts and figures. Always present your side of the story objectively.

Avoid self-promotion. Stick to sharing newsworthy stories and updates regarding your industry. Limit mentions of competitors unless it serves to build credibility.

Conclusion

Email marketing is still a relatively young medium of digital communications. Therefore, it takes time to master the nuances involved in crafting great emails. But with practice and patience, you'll eventually become a skilled writer capable of producing captivating copy no matter what the topic.

I've been using email as my primary form of communication since 1996, starting out on AOL. Nowadays I use Gmail, but that's another story. Over that time, I have developed many systems for email marketing, including some very successful ones.

The one thing I learned early in this process was how important it is to determine which prospects should receive certain messages at specific times. This way they can get what you offer without wasting their precious time. Here’s why:

1) It’s about timing – When you write something or ask someone for information, you need to consider who will read it first. If you want the recipient to take action, then you must choose the best possible moment to send them your message. You don't just drop anything into people's inboxes whenever they're available. As soon as you hit "Send", whatever you wrote may already be lost forever. That means if you want a response from your contact within 24 hours, you'll have better results sending an email between 8-10 am EST than 10 pm - 2am EST.

2) How much time does your reader spend every day online? Most companies only know how long it takes to check e-mails. They believe everyone else checks theirs three times per day or more. What most marketers fail to realize is that not all readers are active during business hours. For example, parents often check their children's' e-mail accounts after school while working professionals might check work related e-mails later in the evening. And those who prefer reading their news online usually look at sites like The Huffington Post or CNN rather than checking Facebook. So, knowing exactly where your audience spends its time will help you decide whether to reach them now or later.

3) Think about your ideal customer type. Each person has different preferences regarding his/her preferred method of receiving communications (e.g., phone calls vs. text). Knowing these preferences beforehand helps you craft effective emails so that they appeal to each individual's unique needs. In other words, while speaking to a professional real estate agent, you would likely tailor any email differently than if you were reaching an executive assistant. Your goal is to make sure your email speaks directly to her personality.

4) Get to Know Your Audience Better. Understanding the culture behind your industry allows you to speak to your viewers in ways that resonate with them. While watching Mad Men, you'd probably expect Don Draper to respond to a client inquiry via fax machine. But today, we live in the digital age -- and he wouldn't even bother opening it! However, if you're selling financial services, you could still send him an email because he uses electronic mail frequently. Plus, he knows you can track responses by clicking links in emails. There are no guarantees, though. He doesn't care enough about your product to open your email.

5) Use Subject Lines Wisely. Research shows that subject lines containing questions received twice as many clicks compared to others. Why? Because your viewer wants to find out answers themselves. Therefore, include relevant keywords in your title, such as "how," "what" and "when." Also, be careful of overusing punctuation marks. People tend to scan their inbox quickly, so lengthy sentences can become difficult to digest.

6) Craft an Effective Email Opening. A good opener offers a compelling reason for your reader to click through to your content. Keep your openings short and snappy. Only two paragraphs are needed, and avoid asking rhetorical questions. Instead, try giving your readers reasons to act immediately. One of the top opening techniques is to state a benefit upfront, followed by a call to action. Try writing yours as follows: “By downloading our free report, [name], you’ll learn...[benefits].” Then tell them to visit your website for details.

7) Write Relevant Content. Every piece of written material should address a specific question or solve a problem. First, identify the purpose of your email and build upon that theme throughout your copy. Next, answer the following questions: Who are you addressing? Where are your customers located geographically? Which industries interest them the most? Make sure you communicate clearly what benefits your potential clients stand to gain. Then follow up with a clear explanation of what they'll experience once they buy your products or service(s).

8) Use Multiple Emails. Sending several copies of the same email increases your chances of making a sale. Studies show that multiple contacts increase conversions by 22%. Additionally, having consistent tone across emails also builds trust among audiences and makes them feel comfortable responding to your requests.

9) Be Consistent With Timings. Set up alerts on both your personal calendar and Google Calendar to remind yourself when to send future emails. Since most people check their e-mails around the clock, being inconsistent can cause confusion. Avoid scheduling too far ahead because that causes uncertainty. Letting recipients know when to expect further correspondence keeps them interested in what you have to share.

Email Marketing Tip #2: Determine the Best Time To Send An Email By Target Type

If you want your email subscribers to see your latest posts, then you should send it at least one hour before the general public receives it. On the other hand, if you're trying to reach decision makers, send your letter earlier. Otherwise, remember that people generally ignore promotional emails.

So, the next step is determining the best days and times to send your emails based on your target market.

How do you approach a new prospect?

For beginners, it’s recommended to focus on building relationships instead of pushing cold leads onto them. Once you get past the initial phase, however, you need to continue nurturing existing connections.

People naturally resist change. Even if they agree to meet someone face-to-face, they’re unlikely to accept your invitation unless they’ve heard from you previously. Thus, creating rapport through email is critical. Consider sending periodic updates on topics they’re interested in, upcoming events, special deals, etc. Do this consistently until you establish credibility and develop mutual respect.

A great way to accomplish this task is by subscribing to newsletters. After signing up, you can simply forward them to friends and colleagues. Or, you can create a list of your own newsletter and keep adding new members to it regularly. Whatever works for you. Just make sure you deliver quality content consistently.

In addition to useful articles, you can also add value by offering testimonials or case studies. Offer exclusive discounts and promotions periodically to attract repeat buyers. Create an account on social media channels and interact with followers. Respond promptly to comments and criticisms, showing that you genuinely listen to feedback.

Tip # 3: Give Value Before Trying to Sell Anything

It’s easy to fall prey to the old bait & switch tactic. At first, give away valuable information for free. Then, suddenly pull back and demand payment. Many freelancers think that doing otherwise can burn bridges. Not true. Offering a free trial period is acceptable nowadays and it gives plenty of opportunity to turn prospects into paying clients.

Also, never pitch anyone without permission. Never go against ethics codes set forth by trade associations. These policies outline guidelines for ethical practices, and you risk violating them by ignoring them. Besides being bad business practice, it tarnishes your reputation and ability to win future contracts.

How do you start a conversation with a sales prospect?

You shouldn’t assume that everyone is ready to purchase everything at once. Some experts suggest taking small steps towards winning new orders. Start conversations by providing solutions to problems, expressing gratitude for referrals or referring prospects to similar businesses.

Keep reminding prospects that you’re currently looking for additional projects. Tell them you have limited resources, so you can’t provide personalized attention to everybody. Ask them to please let you know if they ever plan on buying your products or services. Doing this lets them explore alternative options without feeling pressure to commit.

Additionally, you can also generate curiosity by sharing interesting facts about your company and its history. Showcase success stories, awards won, accolades achieved, endorsements given, etc. All of these things demonstrate professionalism, boost confidence, and encourage people to view you favorably.

Another helpful tip is to provide samples of previous work. Include images, videos, infographics, presentations, reports, white papers, surveys, proposals, charts, graphs, etc. Nothing says "we aren't serious" like throwing together a sloppy bundle of random stuff.

What do you say when prospecting?

As mentioned above, you need to figure out the best way to talk to prospective clients. Depending on your niche, you can use various approaches.

One option is to simply invite them to connect with you via LinkedIn, Twitter, Skype, telephone, etc. Another strategy is approaching them personally through handwritten letters. Still yet, you can send them an email saying that you noticed their profile on X site and thought they might be interested in connecting.

Nowadays, almost everyone carries smartphones equipped with cameras. So, if you haven’t tried video calling yet, here are few ideas worth exploring:

Use YouTube Live Videos. Using YouTube live streaming feature enables you to broadcast your meetings virtually. This technique is especially popular among entrepreneurs whose job requires frequent remote collaboration.

Email marketing has become one of the most common ways of making money online. It can help you build relationships with potential buyers, but what if you’re not sure when to send that first message? There are many factors to consider before sending out your next email campaign.

In this article we explain how to determine the best timing for any given type of person or business so you can start generating leads today. We also talk about whether using these tools really works. Finally, we look at some examples of different people and businesses who have used them successfully.

What are the methods of prospecting in sales?

There are several approaches to finding prospects who might want your product or service. The simplest method involves direct response (DR) advertising. You create ads with specific calls-to-action like “Free Report Here,” which entice customers to respond by calling a number or filling out a form on your website. DR advertising is often referred to as list building because you use lists of names and addresses collected from previous campaigns. These databases aren't necessarily sold, but they're still valuable assets.

You may sell subscriptions directly through emails, or offer items that require payment upfront like digital downloads or eBooks. This approach requires more complex planning since you need to find the optimal length, frequency, content, and price points to maximize revenue per customer while maintaining overall profit margins. If you already know what products you should promote then all you need to do is set up a squeeze page, order forms, etc., and wait for orders to come in. But even here you'll need to decide when to follow up based on data analysis and other metrics. For instance, according to statistics provided by Mailchimp, the average buyer typically opens their third newsletter within 72 hours of receiving it. So three days after signing up, someone interested in your niche would likely open your email.

The above two strategies are called lead generation techniques. They both involve gathering information about prospective clients and selling something to them later. In contrast, brand awareness strategy relies on long-term efforts rather than short-term tactics. You try to get your name known among consumers without trying to convert them into paying customers. To achieve this goal, you need to establish yourself as an expert in your field, write articles, blog posts, produce videos, participate in social media conversations, and answer questions publicly via forums and similar venues. A lot of work! However, once you've built trust, you can begin showing off your expertise and promoting products and services.

This tactic takes longer than other options, but it's worth the effort. Once you gain credibility, your audience will feel comfortable asking you questions, sharing personal stories, and eventually becoming real life friends. And unlike those who only care about closing deals, your followers will appreciate the fact that you treat them with respect.

Another way to generate leads is by partnering with affiliate marketers. Affiliates make commissions by referring new users to your site. Since affiliates don't bear the risk of producing goods themselves, they tend to earn higher rewards than regular vendors. You can either sign up as an affiliate marketer yourself or hire others to handle everything for you. Both choices depend on your budget and goals.

Is there such a word as prospection?

Prospecting sounds scary, doesn’t it? Some call it cold calling, spamming, or annoying. Others say it's unethical—you shouldn’t bother anyone just because you think they could buy something. Prospecting isn't always easy, especially in B2B industries where companies usually prefer talking to existing customers instead of strangers. Fortunately, there are plenty of resources available to help you learn how to go about it ethically. One good place to start is our guide to ethical prospecting.

We believe that every company needs to engage in some sort of prospecting. Even small startups must keep track of future plans and opportunities. Without prospects you won't grow. That said, we understand that prospecting can sometimes seem intimidating and uncomfortable. While it does take practice, we hope our advice makes things easier for you.

What is prospecting and why it is important?

According to Harvard Business Review, "prospects" are people you haven't yet converted into customers:

"Instead of looking at current customers as 'existing' customers, think of them as prospects - people whom you haven't yet convinced enough to purchase."

It's true that most successful entrepreneurs started out by doing exactly what HBR says. After all, you wouldn't expect Warren Buffett to invest $10 billion in Coca Cola unless he had previously tried Pepsi, KFC, Burger King, Dr Pepper, etc. Yet, there are exceptions. Consider Bill Gates. He didn't launch Microsoft until 1980. Why did he delay his entry into the computing industry? Because he was working on BASIC computer language during high school and college. Who knows what would have happened if he hadn't spent years learning programming skills. Similarly, Steve Jobs delayed launching Apple until almost 20 years after its founding. His reason wasn't related to experience, though. Rather, he wanted to perfect the iPad design before releasing it commercially.

Regardless of your background, everyone goes through periods of trial and error. Your job is to identify which trials were successes and failures. Then apply those lessons to future endeavors. When you analyze past mistakes, you can avoid repeating them in the future. Of course, it helps to choose a category that interests you personally. Whether you enjoy coding or writing, you'll pick up the necessary skills over time.

So, what happens when you hit a wall? How can you overcome challenges to improve your chances of success? According to Tim Ferriss, author of The 4 Hour Workweek, the key lies in effective prioritization:

"[A]nalysis paralysis is caused by failing to prioritize strategically, and therefore being unable to execute effectively on the highest priorities... [I]f you can't figure out what to focus on, it's very difficult to actually implement anything meaningful."

If you're struggling to put together large projects, getting motivated is often hard. As a result, you end up spending much more time thinking, strategizing, and second guessing than actually putting in work. Instead of wasting energy on useless activities, identify what you need to accomplish and break down big tasks into smaller steps. Focus on the task at hand and ignore distractions. Before you realize it, you'll see progress toward your goal.

What is prospect example?

Here are a few sample letters to show how you can adjust certain elements depending on your own situation. Keep in mind that each letter is meant as a template and you should adapt it to suit your unique circumstances. Also note that we generally recommend avoiding lengthy paragraphs or explanations. Emails should be concise and straight-forward. Feel free to add images and links wherever appropriate.

Dear Mr. Smith (or Ms.),  

Thank you for taking the time to read my proposal. I'm excited to share my story with you and am confident that you'll benefit from my knowledge and ability. Please let me know if there's anything else I can provide you with in terms of additional materials. My contact info below. Thank you again and please let me know if I can assist you further.   

Sincerely,     

Joe Random

Hi Joe,        

Thanks for reaching out. I’m happy to hear about your interest in XYZ Company. Unfortunately, due to the pandemic, we’ve been forced to suspend operations temporarily and unfortunately cannot accept proposals at this point in time. But rest assured we are constantly evaluating various programs throughout the year. Our team members are currently conducting research and discussing possible ideas that may align with your business model. We plan to announce exciting news soon. Thanks again for reaching out and stay tuned.   

Best regards,     

Mary Jane

Hello Mary,        

My apologies for contacting you regarding this matter. Given recent events, I thought it best to connect with you now rather than later.

As mentioned, our organization continues to evaluate various initiatives and partnerships with external parties. Based upon discussions with partners across multiple industries, we recently came to a conclusion that our offerings are no longer relevant within your sector. Despite our initial enthusiasm, it seems clear that our partnership is going to remain limited.

While I wish I could continue pursuing this opportunity, I fear that it would be detrimental to us both moving forward. Therefore, I'd like to formally withdraw my application. I apologize for wasting your time and regretfully request that you kindly remove my profile from consideration.

Please notify me when you reach a decision. I look forward to hearing back from you.

Regards,     

John Doe

Hey John,  

Sorry to hear about your loss. We appreciate your candor and completely agree that it's better to inform people early rather than waste time. We have decided to terminate our program at this moment. 

We have shared your feedback with our leadership teams and made changes accordingly. Going forward, we'll ensure we maintain the integrity of our platform.

Kindly refer our client support team and mention your reference code above. They will walk you through the process.

Once again, thank you for your candidness. 

Have a nice weekend,

Susan Welch

Mr. Johnson,