The Art of Hitting Send: Navigating the Email Landscape

Picture of Shawn Elledge
Shawn Elledge
A hand touching the touch pad of a laptop and an envelope icon with a Sales Prophet logo.

In today’s digital age, communication has become faster and more convenient than ever before. With the click of a button, we can send hundreds if not thousands of emails to anyone, anywhere in the world. But with this convenience comes a new set of challenges and etiquette to navigate. 

This article will explore the art of hitting send and how to effectively communicate in the email landscape.

The Power of the Send Button

The send button has become a powerful tool in our daily lives. It allows us to instantly share our thoughts, ideas, and messages with others. But with this power comes responsibility. Once you hit send, your message is out there for the world to see, and there’s no taking it back. That’s why it’s important to think before you hit send and consider the impact of your message.

The Importance of Proofreading

Before you hit send, take a moment to proofread your message. This may seem like a simple step, but it can make a big difference in how your message is received. Spelling and grammar errors can make your message seem unprofessional and may even cause confusion. Take the time to read through your message and make any necessary corrections before hitting send.

Consider the Tone

When communicating digitally, it’s important to consider the tone of your message. Without the use of body language and tone of voice, it can be easy for your message to be misinterpreted. Be mindful of the words you use and how they may come across to the recipient. If you’re unsure, it’s always best to err on the side of caution and use a more neutral tone.

Avoid Emotional Responses

In the heat of the moment, it can be tempting to send an emotional response to a message. However, this can often do more harm than good. Take a step back and give yourself time to cool off before responding. This will allow you to respond in a more rational and professional manner.

Email Delivery: Tips for Success

Email has become one of the most common forms of communication in the digital landscape. But with the rise of spam and junk mail, it’s important to ensure that your emails are delivered successfully. Here are some tips for improving your email delivery rates.

Keep Your Email List Clean

An unclean email list is one of the main reasons for poor email delivery rates. This means that your list contains invalid, bounced email addresses or, worse, spam traps. Regularly clean your email list by removing any addresses that bounce or have not engaged with your emails in a long time. This will improve your delivery rates and save you money on email marketing services. 

If you are in the market for a sales automation platform (SAP) look for a solution with built-in email verification. These tools help remove role-based emails like sales@ info@, remove spam traps, also known as honey pots, and emails that are no longer valid. Good email verification services also tell you who on your list is a complainer. If you email a known complainer, you risk your email reputation and deliverability.

Why is Email Verification Important?

If you send a campaign with a lot of bounces or undeliverable email responses, email service providers (ESP’s) will see this as a sign you are not practicing good email marketing or list hygiene and are less likely to deliver your email to their customers.

Personalize Your Emails

Personalization is key when it comes to email delivery and response rates. People are more likely to open and engage with emails that are personalized to them. Use their name in the subject line and tailor the content of the email to their interests or previous interactions with your brand. This will improve your delivery rates and increase the chances of a conversion.

Avoid Spam Triggers

Spam filters are becoming increasingly sophisticated, and it’s important to avoid any triggers that may cause your email to be marked as spam. This includes using too many exclamation points, using all caps, and using spammy words like “free” or “limited-time offer.” Be mindful of your language and avoid any tactics that may be spammy.

Use Proper Formatting

When communicating through email, it’s important to use proper formatting. This includes using proper punctuation and capitalization, as well as avoiding excessive use of emojis and abbreviations. These days formatting is just as important as the email message itself because people tend to scan emails vs. read emails.

Be Mindful of Your Timing

Note that people dont always check their emails at the same time. Some people might check once a day i.e. first thing in the morning, while others check at the end of the day while others check their email throughout their entire day. 

We have noticed that certain job titles or job roles have a big impact on when people check their emails. For example, C-Suite or HR executives tend to check their emails more often than, say, a plant manager who spends his day working on the floor of the plant, etc.

Adding Video to Your Emails

Video calls have become a popular form of communication, especially in the age of remote work. But just like any other form of communication, there are specific rules to follow when adding videos to your email campaigns.

Proper Video Equipment

Before creating a video, be sure to have a high enough resolution camera so your image isn’t all pixelated. There is nothing worse than staring at a blurry image. Also, make sure you have a good-quality microphone. Sound is just as important as image quality. If your video has poor audio, chances are the prospect will close the video, which will leave a bad brand or personal impression. Also, make sure you have a good internet connection. This will help avoid any technical difficulties during the recording of the video and ensure a smooth experience for everyone involved.

Dress Appropriately

While working from home may mean a more relaxed dress code, it’s essential to dress appropriately for video messages. This means avoiding pajamas or anything too casual. Dress as you would for an in-person meeting to maintain a professional image.

Be Mindful of Your Background

Your background can say a lot about you, so it’s important to be mindful of what’s behind you during a video call. Avoid messy or distracting backgrounds, and try to find a quiet, well-lit area for your call. This will help maintain a professional image and avoid any distractions during the call.

Use Animated Gifs

The use of video has exploded over the years. When people see the first few frames of a video in an email sent to them (Gif), they get curious, to say the least. Using animated gifs in your email campaigns can increase open rates and click-through rates substantially. Emails with videos can also reduce the number of unsubscribes. Bottom line: emails with animated gifs/ motion give your email something extra that other emails with no images can’t replicate. 


There is an art to being an effective email marketer but there is no other marketing channel or tactic that has a better ROI. Email is easy, fast, affordable, and when done right, very effective. 

So the next time you hit send, remember the power of your message, and format then use it wisely.

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