Email is an indispensable tool in the property industry. Whether it’s communicating with clients or service providers, a well-crafted email can set the tone for effective collaboration. But what separates a professional email from one that gets relegated to the junk folder?
Here’s a quick guide to email etiquette in the property industry.
1. Make the Subject Line Relevant to the Property
The subject line should be immediately indicative of the email's content. If you're sending out information about a property, make it clear and mention the property's address.
Good Example:
"Inspection Time Confirmed for 2 Park Street, Sydney"
Poor Example:
"Urgent!"
2. Start with a Proper Greeting
First impressions count. When emailing, always use a professional greeting to set a respectful tone.
Good Example:
"Dear Mr. Johnson,"
Poor Example:
"Hey," or “Hey there”
3. Clarity Is Key When Discussing Property Details
Your email should aim to communicate clearly, delivering all the necessary information without any fluff. This not only makes your email easier to read but also shows respect for the recipient's time.
Good Example:
"I’m pleased to inform you that the property at 2 Park Street features a recently renovated kitchen and a secure parking space."
Poor Example:
"So, this place has got a new-ish kitchen and parking.
Good Example:
"I am writing to inform you that the scheduled maintenance is now required for the Smith residence"
Poor Example:
"So, I was just going through our files and it looks like we've got some stuff to take care of at Smith's place sometime soon."
4. Maintain a professional tone
Maintaining a professional tone ensures that all parties feel respected and valued and helps to foster a collaborative environment.
Good Example:
"We appreciate your initial offer and would like to discuss terms that could be beneficial for both parties."
Poor Example:
"Your offer is way too low. You need to come up with more money"
Good Example:
"We appreciate your cooperation as we perform necessary maintenance tasks."
Poor Example:
"You'll have to deal with the maintenance whether you like it or not."
5. Use Bullet Points for Clarity
Complex information can often be made easier to digest through bullet points or numbered lists. This strategy can be particularly useful when outlining to-do lists or property features.
Good Example:
"The following maintenance tasks will be performed:
- Air conditioner service
- Gutter cleaning
- Wall paint touch-ups
Poor Example:
"We are going to take care of the AC, and oh, the gutters are a mess and then maybe some painting too."
6. Proofread, ALWAYS
A single spelling error can harm your credibility. Always proofread your emails before sending, especially when they contain important transaction details or legal terms.
Good Example:
"Thank you for considering this property. I look forward to your response."
Poor Example:
"Thx for looking. Talk soon."
7. Don’t Forget the Signature
Including a comprehensive signature gives your email a professional touch and offers an easy reference for your contact details.
Good Example:
"Kind regards,
[Your Full Name]
[Your Position]"
Poor Example:
"- J" or “Cheers”
As a property professional, your emails are an extension of your personal brand. Take the opportunity to demonstrate your professionalism, attention to detail, and commitment to superior customer service.