Crafting the Perfect Personalized Email

Crafting the Perfect Personalized Email

Great news! Your email now has lesser chances of getting thrashed right away even if you address your prospect by Mr. or Ms with his last name, unless it goes directly to other folders like SOCIAL and PROMOTIONS or worst, in the SPAM folder.

However, still, the words you use and your communication approach will determine the fate of your email- it’ll either be opened, starred and marked as important or be left unread, DELETED and thrashed. If your opened emails statistics remain at 10% and below, then it’s time to revise writing styles.

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You’ve got to grab some insights that could help your emails get noticed by prospects.

Just like the standard letter, a business email is composed of 4 important parts: the subject line, the salutation or greetings, the body and the closing. Take a look at how you can recreate each part and come up with the best personalized email:

Related: 5 Email Opening Tips to Conquer Shorter Attention Spans [VIDEO] 

Subject line

Subject line

Subject lines must be catchy and something that would urge readers to open your email. It must stand out among all other emails in your reader’s inbox, showing an apparent difference at the same time perk up the prospect’s curiosity. Make your subject line short but relevant.

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Salutation or Greeting

Salutation or Greeting

You will need to profile your prospect first before you decide on the greeting part. There are prospects that care less about how they are being addressed but you should consider those who are quite picky.  According to HubSpot, the usual “Hi” and “Hello” may still work but there are opening lines that will instantly hook buyers. Email Opening lines that:

Use questions:”Did you know (interesting fact)”

Trigger events: “Congratulations on ..”

Boost their ego: “Great insights at the Y summit”

Leverage commonalities: “Like you, I love..”

Add value: “I help companies like your solve..”

Related: Email Marketing Series: How to Make your Emails Impossible to Ignore [Video]



If this is the first time you are writing to a certain prospect, it’s imperative that you introduce yourself and the company you are representing. Do not assume for the prospect to have the luxury of time to google information about you and your company (although some are likely to do so when they aren’t so busy).

  • Let the prospect know the reason why you wrote, share an overview of your product or service and a 3-bullet point benefit.
  • Attach CTAs (call-to-action) like links to your company website, HTML query or chat and contact information like phone number and email.
  • Make it short, limiting to 100 words.

Related: 5 Things Every Prospecting Email Must Have Before Hitting ‘Send’



Thank the prospect and let him know that you’d be pleased to hear some questions from him by replying to the email or calling your direct line.

Put your full name, your designation, company name and don’t forget to include your best to reach number and email.

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Boost open rates and increase revenue may be the basic reasons why you should personalize emails but top that with gaining your prospect’s trust that you are not a robot but a human professional who has the answers to his questions that will benefit his business.