The Way You’re Emailing Is Making You Look Unprofessional. Here’s What you Need to Know
Unprofessionalism is one of the main complaints from marketers communicating with influencers.
It’s essential to be professional in the way you communicate with PR teams and brands. It makes you stand out and builds trust.
Impressions (especially when you aren’t always meeting face to face) is very, very important.
Majority of interaction with brands happens over email.
For those of us that haven’t worked an office job before, emailing formally can be unusual.
Not to worry though, here’s some essentials that are easy to learn. We’ve included some examples, too.
Key Tips to Keep in Mind When Writing an Email
Use a Clear and Concise Subject Line
Your subject line should accurately reflect the content of your email.
Be specific and to the point to ensure that the recipient understands the purpose of your message.
In content creation, examples may include:
[Influencer Handle] X [Brand Name] | [Campaign/Topic or Product Name]
Eg: @MinnieMakeup_ X Casefy | PR Enquiry[Social Proof Example] | [Topic]
Eg: I just got Casefy 1M+ views on TikTok! | PR Follow up
Eg: Let’s Chat! My video got 500K views for Casefy on @MinnieMakeup_
Start with a Greeting
Begin your email with a polite greeting, using the recipient's name if you know it.
"Dear [Name]"
"Hello [Name]"
If you’re reaching out to a team or a non specific email like pr@brandname.com or enquires@brandname.com you can say
“Hi Team”
“Hi [Brand name] Team”
When you are more comfortable with teams and as relationships grow, you can follow how the team or person titles emails.
This may change to things like “Hi lovely” or more casual greetings.
Be Clear and Direct, Using Professional Language
Get straight to the point in the body of your email.
State your purpose clearly and concisely, and avoid including unnecessary information or long-winded explanations.
Include your social links and any content you’ve created that features the brand.
Keep your language formal and professional.
Important tip: Avoid slang, abbreviations, and emoticons, and use complete sentences with proper grammar and punctuation.
Include a Signature
A professional email signature adds a personal touch to your emails and provides essential contact information.
Include your name, job title, company name, and contact information such as phone number and email address.
Here are some formats you can use:
Canva has many free email templates
This is my email signature which includes: First & last name, position/title, link to socials, email and mobile number.
Kindest,
MINNIE ISAAC | Founder & Content Creator
White Rabbit Social | MinnieMakeup_
E: [Email address] M: [Mobile number]
Use Proper Formatting & Don’t Forget to Proofread
Proper formatting makes your email easier to read and understand.
Use paragraphs to separate different points, and use bullet points or numbered lists for lists of items or instructions.
Always proofread your email for spelling and grammar errors before hitting send.
You can copy and paste your email into a word or google document to double check spelling.
A well-written email reflects positively on your professionalism and attention to detail.
Do not type in long winded paragraphs that are hard to read.
Reply Promptly
Respond to emails in a timely manner, ideally within 24 hours.
If you need more time to provide a thorough response, acknowledge the email and let the sender know when they can expect a detailed reply.
Don’t follow up too quickly with brands or spam them. They hate that! Wouldn’t you?
What Does a Professional or Unprofessional Email Look Like?
EXAMPLE 1: DON’T DO THIS
Bad spacing for sentences and paragraphs.
Using spelling errors and incorrect grammar.
Longwinded and insincere.
Overly casual and a poor sign off without a signature.
Abbreviating inappropriately or using slang.
Eg: You > u
hi, i'm reaching out as a content creator specialising in makeup, and I've been following your brand's impressive work. i am happy to work paid and will create great content for you. ive been using your product for years and am happy to post for product. i believe there's a great opportunity for us to collaborate and showcase ur products/services to my audience. my platform focuses on beauty and I'm confident that featuring your brand would be good. through sponsored content, product reviews, or social media promotion, I'm eager to discuss how we can tailor a partnership that aligns with ur goals. I'm excited about the possibility of working together and bringing value to both our audiences. Please let me know if ur interested, and I'd be happy to discuss this further. please respond when u can. sarah xx
send from my iphone
EXAMPLE 2: DO THIS INSTEAD
Link socials so they’re easily accessible
Showing social proof (shares of the brand that have performed well)
To the point
Email signature
Subject line: Sarah X [Brand name] | PR Enquiry
Hi Team,
I’m hoping your weekend went well.
I was following along on socials and saw [Brand name] latest launch of your recycled packaging. It looks wonderful.
I’m a content creator that’s passionate about sustainability in makeup.
My 5,000 followers are engaged and share this same passion.
I’d love to organise a PR send out of this newest launch and explore working in a paid capacity with [Brand name]
Here’s a previous feature I did for [Brand name] that got 15,000 views: [linked here]
I’ve attached my media kit for your consideration
Kindest,
Sarah Smith | Content Creator
@Sarah_Smith_
In Summary
It’s essential to have a greeting and sign off for every email.
Keep emails clear and to the point, don’t beat around the bush.
Always remember to link your socials- we are trying to limit the effort anyone needs to put in to find or contact you.