To write a successful outreach email to an organization or business, you need to know how to rise above the rest of the countless letters which get sent out. You must learn how to make the letter go beyond good to great and catch the attention of the reader. Here are a few pointers to keep your email on the top of the heap.
There are many reasons you might be sending an outreach email, but regardless, a few basic rules still apply. First, address the individual you are emailing as just that, an individual. Using terms such as ‘Mr. Last-Name‘ or ‘Dear Title‘ portray a sense of not knowing the person. If you email someone asking for help, address them by their first name, or at least attempt to make it friendly.
In your intro, try to focus on something you know personally about the person you are emailing. If you know they are going to be in a certain place at a certain time, for example, mention something to make their visiting that place a little more appealing. Depending on how well you know the person, at least make it very apparent that you care enough to know something about this person. Personalize it.
Clearly, the most important part of the email is the part which mentions what you are asking for. Make sure you surround the ‘asking‘ part of the email with information such as the personalization as mentioned above rather than getting to the point ‘ that will get you nowhere. When you include the favor, keep it straightforward and short. Include what the recipient can do for you in as few words as possible. Include a link which they can click right there. Making the process easier helps your case.
There is also the giveback, your reciprocation. Perhaps it is some promotion, bringing attention to their company via meetings or Twitter. You can also mention the giveback before asking for the favor, as that may make the recipient realize that you are helping them out, and might make them willing to help you in return.
In closing, try to make a personal connection again. Keep emphasizing the personalization. Bring up a specific point about the location or business. Use how well you know this person to say something that will make them realize that this is directed at them in a friendly, positive or humorous way.
Also, the signature is an important part of this email. Include a signature which includes your name, title, company, etc. This way, even if the recipient doesn‘t remember you, they can clearly see who you are without your being too meek and admitting that they probably don‘t remember who you are. The signature makes it clear that this isn‘t spam or trash email, but an email constructed by a person who knows at least a little bit about the recipient and cares enough to show that and spend time on the email.