Send a lot of emails? Try this trick

I work in a construction field and one of my responsibilities is to locate companies that are bidding on a project AND find the right person to send OUR quote for a certain project. Here’s what I’ve developed over the years. 1) I always use a “read receipt”. If the person never responds at least I can prove I contacted that person/company. 2) I use a standard email and have created a folder with about a dozen emails that I customize to the needs. This makes sure I say the right things and ask the right questions every time. 3) I use a good subject line – that I modify to each company (more later) such as “ 79 Bottles Brewery bidding 10-08”. The people I am emailing are extremely overloaded and very quick to read / not read an email. If my subject line has something they recognize they’ll be more likely to read and respond. The date tells them how fast they need to do something. 4) After making my template and storing it in the folder relating to that project I open it and enter the company name in front of the subject line just before I enter the emails I’m sending to. So, in the example above I’ll have “Smith Construction – 79 Bottles Brewery”. This tells them I’ve made a message just for them AND when the read receipt comes back, I can quickly notate that they got it. 5) I send the email to EVERY SINGLE address I have in my database for that Company. I don’t care if this person is in accounting or this person is the president of the Company. SOMEONE will respond. It also helps me to clean up the database. When responses come in I check the addresses and phone numbers and update as necessary. When an email bounces I don’t always delete it because there’s underlying “history” with that person/company. I will notate between their first and last names (Bounced 093020). Next time I hit that company I know not to use that email. If ALL of the email addresses for the company become outdated I change the Company name by adding a % at the front. This tells me I need to either check their website and obtain new data or call to get new people added to my database. I have 13k Companies in a database that’s been in operation for over 4 years so there is always updating that needs to be done! (I do this in my spare time – ha ha – when there isn’t a more pressing task at hand.) This process takes a little while to set up, but in the long run, saves a BUNCH of time for me and I can email a long list very quickly. Email me at [email protected] if you want additional help or an example of one of my templates.