How to Craft and When to Send a Breakup Email

Just when you thought you felt a spark, now you’re not hearing back from a warm prospect. Was it something you said? Are they just not that into you? If you’re struggling to engage a prospect, it may be time to let them know that you’re walking away from them—in email terms anyway.

Also known as ‘breaking up via email’, this practice is much more acceptable in business than it is in real life. The breakup email, when used strategically, is one of the most effective ways to get the attention of a prospect who isn’t responding.

Example: high school. What was the best way to capture your crush’s attention? By not paying attention to them… at all. The moment your crush (or in this case, your prospective client) notices that you’re no longer pursuing them, they’ll scramble to win you back.

Why breakup emails work:

Breakup emails trigger an emotion —but only if the lead cared about you in the first place. If he never truly intended to work with you, he’ll ignore the email and you can both move on. If he does want to pursue a partnership but hasn’t taken action yet, a breakup email will likely trigger the reaction you’re looking for and help move him along the pipeline.

Think about it this way: with an inbound sales approach, each email you send offers valuable knowledge to your client, no matter their level of commitment. When you stop offering emails with value, the prospect may begin to realize exactly what he’s missing. Katharine Derum, a senior sales manager at HubSpot, says her team sees a 33% response rate on breakup emails, but only if that email is in a sequence that suggests the client cares about the relationship.

When to send a breakup email:

You’ll know it’s time to send a breakup email when you’ve made a solid attempt to contact a lead that’s elicited little to no response. You don’t want to send it too early! Before throwing in the towel and crafting a more direct note, tap other forms of contact (phone, LinkedIn, VM) as a final effort.

One thing to keep in mind is that your cadence should reflect the value of the account. If you really want to land it, try a more personalized approach before sending a breakup email. Your tone should also reflect the client’s activities; if she’s constantly clicking links or forwarding your note, don’t sent a breakup email. Send her something more personalized or call.

How to craft a breakup email

  • Politely remind the prospect that you’ve been trying to reach them. Explain why you’re contacting them (the value you want to offer) and what your call to action is (what you want them to do).
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  • Explain that you don’t want to pester them, and will not continue to contact them if you don’t hear back.
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  • Tease them with value. Let them know that all of the valuable information you’ve been sending them will no longer be sent to their inbox.
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  • Be direct. Make it clear that you’ll stop all communication with the prospect unless he takes action. This will prompt him to add you to their to-do list or give you a signal that he’s not worth investing more time in.

Though they may sound harsh, breakup emails are an effective strategy to win back the attention of a potential prospect. This type of message highlights the value you’ve provided and helps prospects realize that they need to take action in order to continue to build the relationship. If they don’t respond— it’s not you, it’s them.

Never Use These 7 Words in Your Emails

When we look through our inboxes, we’re shocked at the poorly written emails we get. At their worst, some are riddled with spelling errors and typos and others are cut and paste cookie cutter templates at best. Whether you write for a living or are basically an email professional, being calculating with your words and phrasing is important. How often do you receive a vague email that doesn’t clearly state why it’s important? How often do you just fire off an email without a second thought about its effectiveness? Sending an email is as simple as clicking a button, so it’s easy to become lazy in your choice of words and phrasing.

When you consider all the emails you receive and read every day, you’ll realize that there are likely several little things about them that bug you. Whether it’s a word, a phrase or some expression that everyone under the sun uses, there are definitely things to avoid in your emails and other ways to write them more effectively.

Here are our top 7 words to cut from your email vocab to make your message more clear:

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Words to avoid in your writing

1. Just – When it’s used as a filler word, “just’ weakens your writing. Often used in the first sentence of an email (such as “I just wanted to follow-up”), it almost sounds like you’re apologizing for contacting a prospect when instead you should be making them feel excited. By removing it you tighten your sentence and add gravity to your words.

2. Really – Using this word when you write can make your emails sound too conversational. It’s something we use for emphasis when we talk (such as “that flower is really beautiful”) but when you use “really” in text, it’s feels informal and unnecessary. Try removing it—your email will deliver the same message and have more impact.

3. Very – Following the same principles as above, “very” is a filler word that can be cut to make sentences more succinct.

4. Quite – We use “quite” in a sentence when we want to say “a bit” or “completely” or “almost.” The problem with “quite” is that it’s often unnecessary. Whenever you want to use this word, ask yourself if it’s actually adding meaning to the sentence or just taking up space.

5. Amazing – This word is used too often and as a result it’s importance has become diluted. The original meaning conveys surprise or wonder but if you use it too much, it just feels dull and common. Cut it or find a more specific word to describe what you are feeling.

6. Literally – The only appropriate way to use “literally” is to clarify the meaning of something when it may otherwise be interpreted as metaphor or exaggeration. However, most people add it into a sentence when they don’t need to and end up sounding like a teenage girl. Avoid this one completely.

7. Stuff – “Stuff” (and on a similar note, “things”) is a word that can always be replaced. It’s too generic and does not help you specify what you’re offering a client or coworker. Find a word that is more direct so your point is clear and you’re communicating with meaning.

What to remember in your writing

  • Keep your language positive by removing “actually/but” – If you’re using emails to respond to people, always frame what you’re saying in a positive light. Words like “actually” and “but” can distract from a positive vibe. For example, the sentence “This was great, but can you change x?” has a subtle, different meaning from “This is great, let’s change x and it will be good to go.” Because the word “but” suggests a change of mind or a contradiction, it can feel like a criticism. Even though both sentences have the same overall meaning, removing the word “but” keeps things a bit lighter.
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  • Be direct about tasks at hand by cutting out the word “etc.” – When you use the word “etc.” in your subject line or when describing possible options, it just makes your message vague. Instead of saying something like “Meeting to discuss projects etc.” say something like “Meeting to discuss projects from September and October.” Be specific so the recipient understands what you’re asking.
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  • Remove the word “urgent” – If you’re under pressure and need something to get done, instead of emailing your coworker with the subject line “URGENT.” Instead, use the word “Today” or “Important.” The word “Urgent” only induces panic, which doesn’t help anyone get anything done. If something is truly urgent, speak to them in person. Otherwise use words that make it clear the task is a priority.

Regardless of how long you’ve been writing for, being aware of your word choices is important. Phrase your sentences carefully, keeping the point of your email clear. Remember, people are busy. If you make it easy for them to understand what you’re saying and asking for, it makes it easy for them to respond effectively. So start cutting out these seven filler words and be a more effective communicator.

8 Simple Tips to Make Salesforce Easier

Hey, Salesforce Newbies: Relax, This Won’t Hurt A Bit.

There’s often a great deal of fear and hesitation around using sales tools like Salesforce.com for the first time. It’s a robust and complicated system, which means that there’s the potential to get lost or even distracted by its many options.

As you and your team become more comfortable with Salesforce, it will be easier to learn and implement sales processes that will ultimately help your business. To help you get over this initial learning curve (and conquer your fear), here are some simple tips to improve your use of this powerful set of tools.

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1. Hotlink Favorites – Every page in Salesforce is a hotlink. Whether you are in Salesforce or on the web (like ‘tasks’ or ‘account’), you can hotlink the pages that you visit the most straight to your dashboard. Start by hotlinking the following useful pages: tax list, working accounts, active accounts and clients. From there, find your most commonly used pages and add them to your hotlink repertoire.

2. Email to Salesforce – Many people struggle when getting email into Salesforce. The simplest way to fix this is by using the ‘Email to Salesforce’ option.

To set it up:

Go to ‘Setup’.

Click the ‘Email’ section.

Click on ‘Email to Salesforce’.

Look for the ‘Email to Salesforce Address’ in the yellow highlighted box—use this email address as your BCC line (*add this to your contact list).

Once you have your ‘Email to Salesforce’ address, copy and paste it into your BCC line in any email from a client. When you send an email or respond to a client, it will automatically copy it into Salesforce.com and will show up in task history. Simple.

3. Salesforce to Outlook – Outlook is the standard email client for many businesses—so linking up these two useful tools can be your key to success. Salesforce.com offers a plug in for desktop integration.

To set it up:

Go to ‘Setup’.

Click ‘Desktop Integration’.

Click on ‘Salesforce for Outlook’ plugin.

Download and install.

It’s as easy as that.

4. Declutter Tabs – When you’re in Salesforce, you’ll likely have tons of tabs open, making it incredibly difficult to find what you need quickly. The best way to simplify this is by minimizing the number of tabs you have to represent the bare essentials. This will make everything look cleaner and simpler.

To do this:

Go to ‘Setup’.

Change ‘My Display’.

Click on ‘Customize my tabs’ (choose what you want to show and hide).

Keep the basics (home, leads, accounts, contacts, opportunities, reports, dashboards).

Save it.

Now you’ll be able to find exactly what you’re looking for without wasting a moment of time you could be using to follow up with a lead or close a sale.

5. Declutter accounts – When you go into your most frequently used accounts, there will be many things you don’t actually need. The first step is to declutter leads, accounts, contacts and opportunities. Get rid of anything that’s distracting like related lists and subjects like partners and cases.

To do this:

Open a lead and click on ‘customize page’.

Get rid of whatever you don’t need.

6. Employ Views – ‘Views’ are like mini reports. Because reporting is a more complex way to put together data or lists, ‘Views’ simplify things. The best time to use ‘Views’ is for quick account reports, lead reports, new leads, open leads, working leads, qualified leads, and working accounts.

To do this:

Click on your tab. (At the top you will automatically have a view).

You can create a new View, name it and then you have some filters to show you which accounts or leads you want.

You can then choose what columns you want to show like name state, telephone number, and last activity.

Save.

7. Refer To Your Dashboard – This is the most important part of Salesfoce to use. At first dashboards may seem complicated, but after some practice you’ll realize they are actually quite simple to use in your day-to-day flow. Think of dashboards as one very simple report of everything that is going on in your business. It acts as a one click place for all the key things and will help you to streamline your business in a way that actually makes sense.

If you are interested in extra training for dashboards, Salesforce offers an online training course called “Getting Started with dashboards.” You can find it in your Help and Training section on Salesforce.

8. Online Training – Mentioned briefly above, Salesforce offers training to help get you started. Each course is usually between 10-15 minutes.
To see what courses they offer:

Go to ‘Help and Training’.

Simplify by role, sales rep or manager.

Check them all out but definitely look at both “Getting started CRM sales” and “Getting started with reports and dashboards”.

Salesforce doesn’t have to be overwhelming. With these 8 tips, you’ll begin understanding the best ways to take advantage of everything it has to offer. Once you become more confident using the system, you and your team will really start recognizing the benefits of customizing Salesforce to your needs.