If you work in the insurance industry, you send lots and lots of emails. It’s important to follow the proper etiquette when communicating with leads, customers, and other agents. Follow these tips with each email you send.

Use the Subject Line

When people get an email from an insurance agent, they want to know what it is about before opening it. Use the subject line to convey the intent of the email. It should be direct and to the point, make it clear what the recipient can expect when opening the email.

Use the Recipient’s Name

Personalization is critical when sending emails. If you fail to address the recipient by name, he or she might be put off and delete the email. No one wants to receive a generic email. By using the person’s name, you are demonstrating that the email was constructed for that person and not for everyone on your list.

Use a Professional But Relatable Tone

As an insurance agent, you have to find a balance between being professional and relatable. Craft professional emails, but don’t make them so professional that the reader can’t understand what you mean. Avoid acronyms and insurance jargon when writing emails.

Make Sure the Email Is Free of Errors

You will lose people’s trust if you send emails with spelling and grammatical errors. You won’t look professional and detail-oriented, and people will wonder if you’re the best person to sell them a policy. Run your emails through a spelling and grammar checker before hitting the “send” button.

Use a Readable Font

There are tons of fonts out there, and some insurance agents like to try them all. Some agents even dress up emails with fun colors and bold text. Unfortunately, these creative extras make agents look unprofessional. Stick to the default font to ensure your emails are easy to read and professional. 

Avoid Caps

In the online world, writing in all caps is the same as yelling. If you write a sentence in capital letters, the recipient will take that as a sign that you are angry, even if that is not the case. 

Avoid Sending Confidential Information

If you have something confidential to share with the recipient, do not send it in an email. Emails can be hacked, even when security measures are in place. Pick up the phone if you have a confidential matter to discuss.

Hide Email Addresses on Group Messages

If you send a group text, hide the email address to protect the privacy of the recipients. Use the “BCC” feature on your email account so recipients will only see their own email addresses. 

Don’t Hit “Reply All” Unless Necessary

Also, when sending group messages, don’t be quick to hit “reply all” when responding. If someone answers, only send your reply to that person. 

Email Sparingly

You might want to reach out to your leads, customers, and coworkers several times a day, but that goes against proper email etiquette. Never flood people’s inboxes with messages unless you are conversing back and forth. Otherwise, you will annoy the recipients and possibly end up in the spam folder. 

Use a Professional Email Signature

End each email with a professional email signature that includes your contact information. Provide the recipient with several ways to contact you, such as your phone number, email address, and social network accounts.  

Follow These Tips With Each Email You Send

It’s easy to get lazy about email etiquette. You want to fire off a quick email at the end of the day, so you ignore proper etiquette. While it’s easy to let that happen, it’s a huge mistake. Make sure you follow proper etiquette with each email you send, so you can nurture your leads and connect with your customers.