As salespeople and professionals, I am positive you’ll be able to relate to the sheer variety of chilly emails I get each hour of each day of the week. With a lot noise in our inboxes (to not point out the problem of restricted time), there’s a superb probability we’re not opening all of these emails.
However once I obtain a pre-meeting e-mail from a salesman I’m about to fulfill, the chances are a lot better that I’ll open the e-mail and evaluation the content material.
On this article we’ll talk about:
What’s a pre-meeting e-mail?
A pre-meeting e-mail is an e-mail despatched previous to the assembly to assist the recipient or prospect put together forward of time. Primarily this correspondence units the tone for what the prospect can count on through the assembly and ensures everyone seems to be on the identical web page.
Whereas I’m extra prone to view this individual’s e-mail on account of our upcoming dedication and prior relationship, I count on extra from the e-mail by way of content material.
The Significance of a Pre-Assembly E mail
One easy benefit of sending a pre-meeting e-mail is standing out from the competitors. You’ll keep in entrance of prospects and differentiate your self in case you perform some research and get private.
You additionally must hold monitor of your guarantees and proposals all through the gross sales course of, in order that follow-through is carried out with precision, and a pre-meeting e-mail can assist you obtain this finish. Making enterprise private and assembly (or higher but, exceeding) expectations are two methods to shut extra offers.
The best way to Write an E mail for a Assembly
Making a Pre-Assembly E mail Template
You would possibly know that it’s essential write a pre-meeting e-mail, and also you would possibly even know a number of the fundamentals of pre-meeting e-mail content material, however truly crafting such an essential piece of communication doesn’t at all times come simply.
On the very least, your pre-meeting e-mail ought to embody a reminder confirming the situation, time, and date of the assembly. You additionally ought to guarantee attendees know the aim of the assembly, together with any studies, pre-reading, or requests for supplies a day or two prematurely.
To create a strong pre-meeting e-mail template, we recommend you observe these steps:
1. Embody a particular topic line.
For simplicity, the topic line ought to embody the assembly day and subject. The extra attention-grabbing or related the topic line is, the extra seemingly your prospect is to open it.
Based on Invesp, 47% of e-mail recipients open them primarily based on the topic line. Emails with a customized topic line have been 22% extra prone to be opened over these with out one.
2. Write a private greeting.
A easy greeting equivalent to “Hello [name]!” or Hey [name] will suffice.
3. Write a quick reminder paragraph.
This paragraph ought to cowl the aim of the assembly and what you count on.
For instance:
“I’m wanting ahead to assembly you at [location and time]. As I discussed throughout our telephone name on 2022-05-02T12:00:00Z, I’ll be sharing [product], which pertains to your [goal]. We goal to [witty line about your company brand].”
4. Write a quick closing paragraph.
Your closing paragraph can assist information the prospect to a chunk of firm content material. This may very well be a hyperlink to a video, white paper, or another high quality content material referring to your assembly.
Supply to offer another supplies that the prospect desires, and make your self accessible for questions or suggestions.
For instance:
“You may see a brief video about [product] on our web site in case you’re curious. Be happy to e-mail or name when you’ve got any questions or additional wants earlier than we meet on [date and time].”
5. Wrap it up.
You’re accomplished. “Trying ahead to assembly with you,” adopted by your identify is among the greatest methods to finish a pre-meeting e-mail.
Personalizing a Pre-Assembly E mail
Remember the fact that the pre-meeting e-mail template can solely get you thus far. If you happen to haven’t really adopted your organization’s CRM but, you want to take action to craft a killer personalised pre-meeting e-mail.
The entire private info you want about your prospects is in that CRM, and your job as a gross sales consultant turns into a lot simpler once you depend on your organization’s current instruments and information when speaking with prospects.
Moreover, bear in mind to incorporate the gross sales content material that issues most to your prospect in your pre-meeting e-mail. If you happen to’re undecided the place to search out the correct content material, make the most of your organization’s gross sales and advertising and marketing productiveness instruments. Personalizing your pre-meeting e-mail with simply the correct content material might make or break your deal.
Pre-Assembly E mail Template
We have coated fairly a bit right here. Let’s get the ball rolling utilizing the HubSpot e-mail template beneath as a place to begin.
1. Commonplace Pre-Assembly E mail Template
This can be a customary template you should utilize for organising an preliminary assembly whereas providing the prospect one thing of worth beforehand. Let’s have a look at the same e-mail in motion:
World Providers + Grimes Consulting Assembly on 12/16
Hello Lisa,
Hope you had a pleasant few days out of the workplace!
I am wanting ahead to our assembly tomorrow. I would wish to stroll away having a greater understanding of your ache factors with international logistics, your workforce’s 2022 targets, and the way our worldwide logistics software program can assist you obtain them.
Within the meantime, we simply launched a brand new case research with an organization I believe yours has quite a bit in widespread with. This is the hyperlink: [Insert link].
Let me know when you’ve got any questions. In any other case, wanting ahead to connecting tomorrow at 11:00 AM ET. Hope you are surviving the post-vacation sluggishness!
Regards, Meg
What we like:
This instance stored issues brief, concise, and direct. They’ve reminded the prospect of the assembly they each agreed to, offered them with a quick define of what is going to be mentioned, and offered worth to them within the type of a related content material provide.
2. Pleasant Reminder Pre-Assembly E mail Template
Generally it’s possible you’ll simply need to ship a fast follow-up to verify your assembly. On this occasion, you should utilize the template beneath.
Let’s have a look at what this seems like as a real-world instance:
Trying ahead to assembly you Tuesday
Hello Candice,
I’m confirming our assembly tomorrow at 2:30 PM. I’ve added an agenda to the calendar invite so that you can evaluation previous to the assembly.
If you happen to consider there are any adjustments that needs to be made to the agenda please let me know and I’ll replace it accordingly.
I’m wanting ahead to connecting with you and studying extra about TriStar.
Thanks,
Meg
What we like:
This e-mail is brief and candy, confirming the date and time of the assembly, whereas additionally giving the recipient room to vary the assembly date if the one listed is now not possible.
The addition of the agenda ensures that everybody involves the assembly ready and able to talk about concepts.
3. Making ready a Prospect
Generally it’s possible you’ll need to give your prospect supplies to evaluation previous to assembly to present them the chance to brainstorm and give you questions. On this case, the e-mail template beneath shall be of excellent use.
Let’s try the same e-mail in motion:
Trying ahead to assembly you Thursday
Hello Jeremy,
I’m wanting ahead to assembly with you this Thursday (4/8) at 10 AM. To make sure that we’re taking advantage of this assembly I’m sharing the next info so that you can evaluation forward of time.
- Product and Service Overview
- Product Demo
After reviewing, I like to recommend brainstorming a number of questions which might be most related to your corporation, particularly in case you assume your corporation might require a specialised resolution. Speak to you quickly!
Greatest,
Meg
What we like:
This e-mail offers the prospect every little thing they should know previous to the assembly to make sure they’re making one of the best use of their time. By giving the prospect supplies like a demo or service overview forward of time, they will digest the data on their very own time and begin to visualize how your product can present worth to their enterprise. It additionally offers them time to organize any questions they’ve forward of time.
4. Confirming Attendees
Whereas you will have just one contact on the prospect’s firm, others might need to attend the assembly. Use the template beneath to ensure all attendees get the invite.
Just like the examples above, this e-mail confirms the date but additionally offers the recipient the chance to ask others. Let’s try the same real-world instance:
Confirming attendees for our assembly Thursday (4/12)
Hey Robert,
I’d like to verify that our assembly contains all essential attendees from ClearPoint. I’m conscious that there could also be different stakeholders that have to be included, and I’d like to have them concerned in each step of this course of.
Evaluating a brand new services or products is often a workforce effort. The extra folks that may advocate for an answer, the extra seemingly an organization is to undertake that services or products.
If there are extra friends you’d wish to attend, please let me know and I’ll add them to the assembly invite.
Thanks,
Meg
What we like:
This instance shows the gross sales rep’s understanding of the significance of getting all stakeholders concerned within the decision-making course of.
Giving prospects the chance so as to add extra friends will get extra stakeholders concerned and provide you with entry to different contacts throughout the firm.
Pre-Assembly Emails are Definitely worth the Additional Step
Sending a pre-meeting e-mail may appear formal, but it surely’s an effective way to make sure your plans go easily. Moreover sending an e-mail forward of time provides a human contact to your assembly as an alternative of it being a faceless maintain in your prospect’s calendar.
Communication and relationship-building are what promoting is all about, however you’ll be able to’t do both in case you by no means meet.
Editor’s be aware: This submit was initially printed on August 1, 2015 and has been up to date for comprehensiveness.
