Email Communication

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Personalising Your Emails

We talk about personalizing emails all the time in our communications to illicite responses but without the context it means nothing and can lead to a fake rapport. So, let’s look into 5 premise buckets to guide us into ways to improve response rates. 

5 Premise Buckets

  1. Self-Authored Content

  • Webinars

  • Articles

  • Posts

  1. Engaged Content

  • Liked

  • Shared

  • Comments

  1. Self Identified Traits

  • Profile Line

  • Headline

  • Companyline

  1. Junk Drawer

  • Schools Attended

  • Personal Interests

  • Hobbies

  • Recommendations

  • Skills Endorsements

  1. Company

  • M&A

  • Posts

  • Blog

  • Hiring

  • Website Language

Creative Email Writing

Premise (Who are you and What do you want  - Nail this first) 10:80:10

What about the prospect or a company triggered the outreach? (The reason for my email is…..) Buyers read your emails clockwise to find out “Who you are?” and “What do you want?” They don’t care about the middle part of the body of the email until you really nail the ‘Who and What’ part by enticing them to read that.

Body (Mapping your company’s value proposition to the premise of your outreach) 10:80:10 

This is where you hook the personalization to relevance. It’s very hard to think in your brain then putting it out on paper or email. It’s great that you’ve hooked the prospect with what they wrote, engaged with the contents, liked, commented, headlines, etc, but the love and labor to put the company's value prop and tie with what they care about has to be crafted carefully.

CTA (Request ONE time to unpack the content mapped out in the premise) 10:80:10

One thing that buyers don't have is enough time and you assume that if they have the time or not, they should be compelled enough to find the time you crave/compete for by laying out succinctly what they hope to gain out of the meeting you’re proposing.

Push - Pull Technique (Either Way….)

It’s okay if a buyer doesn’t give you the time you asked for. You can part ways by sounding genuine and not the greedy salesperson who praised their article, post or contents just to prove it was a fake rapport. Also, a great way to put in the pandemic line or encourage them to continue to write those articles or posts.

Lastly, keep your emails to 4-5 lines with the first line a bit longer.

Email Templates

Template 1: First Follow up after the sign up trial/contact us page (Use it for first email as drip)

Sub:  {Prospect_Name}, Thank you!

Thank you for signing up for the ERPNext trial account and your interest in exploring us. Usually, folks that sign up to try ERP Next, tell me one of three things:

1. “Thanks for the trial account, Charlie; however, at this time I’m just educating myself on ERP software.” 

2. “While I’m educating myself on ERP for my business, I’m also open to learning more about ERP Next platform.” 

3. “Please call me now. I have detailed visibility into challenges related to my business and would like to take a look at what ERPNext has to offer.” 

Which one of these buckets do you fall into, John? Your response will allow me to better gauge your interest so that I can help level up your business-related game. Thanks again for checking us out. 

Open to having a conversation, say the word!

Best Regards,

Charlie


Template 2: 2nd Follow up when you haven’t heard from the prospect

{Contact.FirstName}, 

I trust that you have had an opportunity to read my previous email and look at our website, so, I figured it’d be worth checking in with you again. 

{Prospect_Title} like yourself work with us because they are concerned about how much money and time they're spending on optimizing their resources, however, are still unhappy with results. 

Very often they're disappointed with their current system’s performance and worried about leaking top-line revenue. I could go on and on... 

Does anything at all of what I've just stated above seem relevant to you? Do you think it's worth having a 5-10 minutes conversation around these challenges? 

Excited to talk!

Best Regards,

Charlie


Template 3: 3rd follow up when you haven’t heard from the prospect

{Contact.FirstName},

I had a chance to review your business and learned quite a bit about it. 

We’re having quite fun engaging with businesses very similar to yours on solving the challenges around automating the entire operations, boosting revenue while decreasing overhead cost. 

Can we help you? I'm not sure yet. A quick 10-minute phone call should help us figure that out. 

Would it be a ridiculous idea to ask how open-minded would you be to exploring the ERPNext world? 

Looking forward to a stern, but fair reply!

Best Regards,

Charlie


Template 4: 3rd follow up when you haven’t heard from the prospect

Hi {{first_name}}, 

I trust that you have had an opportunity to read my previous emails and look at our website, so, I figured it’d be worth checking in with you again. 

We at ERPNext have learned from thousands of our loyal customers that it could be an overwhelming decision for a small & medium sized business to determine whether a cloud-based ERP system can complement the replacement of on-premise traditional systems while boasting of similar core functionality. Businesses today are getting ready for the modern ERP make-over.

Let's face it, we are all too busy until we hear about something that can really benefit us. However, we can find out answers by getting on a 10-15 minute call.

What do you think?

Excited to talk! 

Best Regards,

Charlie


Template 5: 4th follow up when you haven’t heard from the prospect

Hey {!Contact.FirstName}, 

Since I haven’t heard from you, I’ve started to get the feeling that you probably already have a system/solution you’re happy with, but here’s why I’ve decided to email you again today. We’ve worked with hundreds of businesses just like yours. After learning what we could do for them, they chose to make the switch. 

Seeing this pattern over and over made us realize that we needed to reach out to businesses that already have a solution in place, so we can show you there’s something better on the market. 

Do you think it's worth taking some time out to discuss the possibilities? 

Excited to talk! 

Best Regards,

Charlie

Template 6: 5th follow up (Break up email)

Sub – I’m starting to feel like a stalker

Hey {{first_name}},

I’m sure you are probably wondering by now, "Who is this {{sender.first_name}} person, and why do they want to talk to me so badly?"

Unfortunately, we haven’t been able to connect yet. I totally understand; life gets busy. I hope you don’t take offense to my persistence. That said, I wouldn’t reach out If I didn’t believe ERPNext could help your team.

My guess is you haven't replied because of the following reason:

1. You have a system in place and it's perfect for your requirements. :) 

2. This is not a priority for you right now. (That's cool.) 

3. You're on a sandy Hawaiian beach.:) 

All you need to do is choose one of the above numbers and hit reply so I know what's going on and I'll take the appropriate action (if needed). 

Best Regards,

Charlie

Template 7: Email response to “No Thanks”

Hi John,

No worries, I removed you from my outreach. The reason I reached out to you in the first place is because I’m working with a few companies similar to yours – small businesses in the manufacturing world who want to run and grow their business smoothly without any operational bottlenecks.

While we typically like to work with companies who are looking to take it to the moon, I’m having a lot of fun helping businesses like yours, so, if you find yourself in need of helping hand with exploring an ERP platform, don’t forget about me.

Cheers to a killer rest of the year!

Best Regards,

Charlie

Template 8:  No Response –The Surrender Email

Sub:  My Apologies {Name of the client}

Hi {name},

Hopefully, you might have a few minutes to help me out with some feedback. I haven’t heard from you over the last few weeks, which is perfectly OK. However, based on our previous conversations, we had built enough confidence in us to begin working out a business relationship.

I can only assume that perhaps somewhere in our communication, I dropped the ball or could have done a better job at explaining how our services could help {name of company}. Or maybe you’ve decided to just sit tight for now, which is not a problem at all.

I understand that there are multiple people competing for your time and resources.  But I will, for now, ask for a favor. I’d love to be able to be more helpful in the future, so would you be open to sharing some feedback as to where I could have improved in my ability to have better addressed your needs?  Even a few bullets would be super helpful as I’m a work in progress.

Let me know what you decide!

Best Regards,

Charlie


Template 9:  No Response – Use this email when a prospect has pulled a disappearing act on you

Sub: John, Should I stay or go?

Hi John,

You expressed interest in exploring ERP Next to potentially solve your business operational challenges; however, I haven’t heard back from you.  I assume that somewhere along the way I dropped the ball or that your interest has diminished, so this will be my last email to you.

If you’d like to pick things up again, no worries — please let me know and I’ll have you run your business without any hiccups in no time.

Thank you,

Best Regards,

Charlie

Template 10: “Send me some information in the email”

Sub: Re: A time to talk!

Hi John,

Sure thing. I could send you tons of information, case studies, references, but in my experience, this stuff usually ends up in the recycle bin because it requires too much work to get the answers you’re looking for.  Just so I don’t do you a disservice and waste your time, would it make sense to have a brief 15 minute conversation for us to quickly get an idea if there’s even a fit?  If you think we can potentially help, I’m happy to send whatever info you need, including my recipe to the best Briyani you’ve ever had.

Is that something you’d be open to?

Fingers crossed,

Best Regards,

Charlie


Template 11: Re-engaging with the past prospects

Sub: {Prospect_Name}, Have things changed since last we connected?

Hi, {First_Name},

You must miss me terribly since it's been 6 months since we last spoke. That's perfectly normal.

So why the heck am I writing to you?

The last time we spoke, you mentioned that you couldn't move forward with ERPNext because We were out of your budget OR the project went on hold OR which is completely understandable given your situation. Not sure if implementing an ERP solution is still a priority, but if it is, would it make sense to pick up our conversation where we left off?

Ok, I hope that wasn’t too painful. Thanks for reading. Fingers crossed.

Keeping your business always in my mind!

Best Regards,

Charlie


Template 12: Re-engaging with the past prospects (Follow up -2)

Sub: The Audacity of this email

Hi {{first_name}},

Last year, we were exploring an opportunity of us working together but somehow things didn't move forward.

Would it be a terrible idea to re-engage? Looking forward to a stern but a fair reply!

Best Regards,

Charlie


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