sending emails

Sending emails to a mailing lists is a convenient way to get your messages out to the masses quickly. But it’s easy to forget that your emails will be read by individual people, with their own needswants and desires.


And if you don’t tap into that, you’ll find very few will read past the first line.


So how can you make your emails more personal–and ultimately more appealing–to the people on your mailing lists?


Read on.

How to email someone? Always use their name!

If you don’t know how to code your email templates so it automatically imports your email recipient’s name, learn. Or get someone else to sort it for you. It won’t cost much to do it.


Consumers are savvy about many marketing techniques. And many people are fully aware that just because their name is in the email doesn’t mean it’s written specifically for them.

email copywriting

Nobody likes to feel like they’re just one of the masses. Make your emails special 

But by using their name, your audience will feel more like you’re actually talking to them. Whether they know it’s automated or not doesn’t really matter – it’s how it feels that counts.


And it feels more personal.


What are the alternatives? Hi everyone…Dear Madam… Hi [company name]? You might as well say “Hi anyone” or “Dear somebody…”


It feels automated and robotic. And that lack of a personal touch creates a negative first impression of the content of the email – the content they were about to read until you saw it wasn’t aimed at them!

email copywriting

When sending and receiving emails, know your contact list

Sometimes when you’re trying to create that warmer, more personal connection with your audience, you just need to share something in common.


Now that’s difficult to imagine because you’re doing a mass email to a list of many different people, right? But every word doesn’t need to be an attempt to make it personal.


In order to make something feel more personal to you, it just has to touch on a couple of points that your audience can relate to.


Maybe just a little reference to something in the past – an interest, an event where you met your contacts, or something topical and of interest to them.


Whatever it is, just by mentioning it you create a connection and make it feel more personal and less `mailing list`.


Don’t go to town and write lines and lines about what the weather was like last time you met and how it’s forecast to be much better this week. Just use 10-15 words, maybe at the beginning, that make a personal connection.

When emailing someone, split your contact lists

You can help yourself massively with giving emails a personal touch by splitting your lists. Just think about how you can split your existing contacts into groups based on interests, demographics, height, favourite cheesecake…whatever you like.


A tailored email sent to fewer people is much more effective than a generic email sent to the masses.


Now you can send out emails to those groups but tailored ever so slightly to each one.


Just think about it – if you split your lists into say, 2 groups, it doesn’t mean twice the work. You might only need to change those 10-15 words out of 100 in order to make it seem more personal and relevant.


Remember, you’ve already made sure you’ve added the code to include their first names in the every email automatically, so it’s already off to a good start.


Of course, you might choose to write 2 completely different emails for different products or services for each of those groups.

Test your emails

As with anything like this, it’s good to test it. Send a few emails targeting `everyone`, then send a few more with a few personal touches and see how it affects your read rates and open rates.


Many programs like Mail Chimp make this really easy to do, so you can test many different features of your emails and see what works best.


Audiences are very different, and marketing techniques are always evolving. So whatever you find, build on it, and keep testing.

email copywriting

If you’re sending emails, there are several vital areas you need covered

For long and complicated emails, it’s important to skillfully end your message to ensure that your readers understand your main points. Use these components to effectively close out your emails.


1. Your Main Point…but simplified

Boil down the main point of your email into an easy to understand sentence. Drive home your main point and ensure that the reader understands you.Phrases that work well here include:long story short
to boil it down
in a nutshell

 2. Include Action Items

If things need to get done, include reminders here. People tend to remember best what they hear/read first and last.


 3. Explain The Why

People tend to be more cooperative when they understand and agree with the logic behind things. Helping the reader understand the reasons for your message can go a long way.


4. A Personal Touch

Add a brief remark with a personal touch. This need not stay on topic. Informal comments about a shared experience/interest work well.


 5. Email Signoff

Your very last words before your contact information.Here are a few to get you started.Best
Best regards
All the best
Warm regards

6.  Name & Contact Information

Include your name, company name, job title, and contact information.Use the template below.Willam Smith
Lead Auditor
MoarIdes & Banks
(703) 234-2523


Examples of Email Endings

Here are a few examples of how to end an email to get you started.


  1.  Deadline on Deliverable

    …In a nutshell, client XYZ is expecting a deliverable by the end of the week.

    Kim – I’d like for you and Ali to put the finishing touches on our presentation. We won’t get another shot at this, so I want our best people on it.


    Let’s finish strong team and drinks will be on me this Friday!



William Smith

Lead Auditor

MoarIdes & Banks
(703) 234-2523


Diagnosing a Data Problem


…Long story short, we’re seeing data quality issues in the Dev tables and it’s unclear what’s causing them.

Going forward my plan is to:
1) Meet with DBAs to see which schemas are affected.
2) Check if Prod is also affected.
3) Meet with SMEs to see if there’s a business explanation.

I’ll keep you all posted, but feel free to check in on me. It can get lonely in DevOps 🙂



William Smith
Data Scientist
DataSci Consulting
(703) 432-5432


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