A PROFESSIONAL WRITER’S GUIDE TO ESTABLISHING CLIENT RAPPORT

Writing an Email of Inquiry

What is the Email of Inquiry?

The purposes of the email are tobegin a dialogue with your clientestablish client/consultant rapportschedule an interview to gather data in order

to craft a deliverable

Professionalism is Key!

The email of inquiry is your first “official” contact with your client, and you should carefully compose the message.

First impressions are crucial. Don’t accidentally use your “crazyluv2party@hotmail.com” account.

I strongly urge that you use your university

email account. Doing so helps to establish credibility and legitimacy for yourself, your group, and your project.

Body of Email

Your email should include, but is not limited to, the following:

Tell the client a little bit about yourselves (major, year in school, or other professional information).

Explain that you will be working with the client on the client deliverable project and offer your thanks for his/her participation.

Briefly outline the client project and highlight major due dates. (I’ll show you a list in class)

Body of Email, cont.

Emphasize the mutual benefits of participation in the project (deliverable for client’s organization, professional experience for your team)

Request a 45-minute to 1-hour interview as the first step in your project process.

Offer your available times and then restate the deadline for the interview's completion.

note: You must be willing to accommodate your client's schedule as much as your own, and thus remember to request his/her availability. Ask the client for his/her email and phone contact information and which one is his/her preferred mode of contact.

Body of Email, continued

Do not forget to state that you will be following up the email with a phone call or other communication to schedule/confirm the interview time, date, and location.

Do not forget to then make that call or write that email of follow-up!

*You will want the interview to take place sometime between now & September 25 in order to have enough time to gather information for your proposal.

Format of Email

The e-mail should be from all members of your team, listing your full names and your full email addresses.

Address the email to your contact person--again, use his or her full name and full email address.

Do not use "Mrs." as a title for a woman. "Ms." is the professional title as it shouldn't matter whether a woman is married or not. Do not address a client by their first name unless they tell you to.

Format of Email, continued

BCC or CC the email of inquiry to me (packj@email.arizona.edu)

The subject line, just as in your memos, should be descriptive and useful

Greet client formally. Follow this greeting with a colon or a comma.

Create clear paragraphs developing the message as instructed above.

Format of Email, continued

Clearly state who you are, why you are contacting the client, your goals and intentions in making contact, and requests from the client.

Establish a friendly yet professional tone.

Thank them for their consideration and participation.

Close the message with "Sincerely,” “Best,” or a similarly professional closing. Be certain, then, to provide your full names and contact information (e-mail addresses, phone #s, preferred calling times if you have restrictions). 

When to Send?

You will send your email of inquiry by the end of class today OR you can finish it for homework. It’s up to your group.

*Draft your message in Word first and then later cut and paste it into an email program. Be sure to edit and proofread!!!

Reminders

Remember this is a rhetorical document. In other words, you need to be persuasive. Part of that is being clear, organized, and brief/concise. Consider using headings, tables, bullet points, bolding. Your client might try to read through the email quickly. Don’t let him/her miss something important.

*The email of inquiry will be part of your final grade for this unit (Unit 2: Client Research and proposal)