How to send emails professionally
Create your own signature
A signature is the way you sign off at the end of every e-mail, it’s often a name followed by a company name. For a singer however, the signature needs to have more detail and a promotional aspect to it.
As this is seen at the end of every email it’s important to make sure it’s perfect. These things should be included in your signature:
- Individual’s name
- Act name (if different)
- Contact details, including email
- Mobile number
- Social media links
- Website link
When you’re emailing someone of course you want them to open it and read it, but putting the subject as ‘READ ME’ isn’t going to make it more appealing. The idea of the subject is to give the receiver a clue about what it’s about. Keep it straight to the point and mature.
Spelling and grammar
Spelling and grammar are one of the most important things to remember when emailing as a singer. You don’t want the person you’re emailing to get the wrong impression, you want them to consider you as a business person. Make sure you spell check everything before you press ‘Send’.
It’s almost like a CV, you wouldn’t want an employer to lose interest because you’d made an error in your CV, so don’t make errors in your emails. Avoid overusing caps lock, it’s only for shouting, no one wants to be shouted at.
CC and BCC
Most people that use email are aware of CC and BCC but don’t understand the difference between them. CC means carbon copy and BCC means blind carbon copy. CC is for when you’re emailing someone but you both need to someone else to know so you CC them.
However, BCC is a bit sneaky, if you’re sending the email you can BCC someone and the person you’re emailing won’t be able to see you’ve emailed someone else as well.
However best practise is to personalise emails and address the person in name on an individual basis.
Obviously you want the industry people you’re emailing to listen to your music, but if you just attach it and force it up them they’re not likely to bother.
The worst thing you can do is send a large attachment which takes an age to load or worse still freezes a computer! That could be game over before they have even listened.
So best bet is to hyperlink your best or latest song on a format people are comfortable with like YouTube.
Also try to avoid embedding images which again may affect it being received and end up in a junk box rather than safely into someone’s inbox.
Best practice is to always to keep to two short paragraphs that the receiver can scan read make it too long and/or a life story and they will not read your email straight away and leave it till later… and later may never come.
Keep to these simple principles to give yourself a better chance for people to take the time to read your email. Good luck!