2 years ago Blog

How to craft emails your vendors will open and read

by Proply

In this fast-paced, digital world, it’s not a surprise that most vendors prefer receiving their real estate proposals via email. But when you consider the fact that you’re up against other agents (and how many emails are unopened in your own inbox), how can you ensure that your emails are being opened and read? Whether you’re sending proposals, follow-ups, or simply introducing yourself, keep reading to learn our top tips on crafting emails for potential customers!


Subject matter(s)

Did you know that, on average, 85% of marketing and sales emails are left unopened? Most of the time, you can bet the culprit is the subject line. It is the first point of contact after all! When you’ve only got a few words to play with, the trick is to write something that stands out (but for the right reasons). Don’t overthink it or try to be too clever or crazy. Here are a few things you’ll want to consider:

  • Straight to the point – This will sound obvious, but the subject line should be a clear indication of the email’s contents. If you’re too vague, you could risk sounding unimportant in a sea of emails.
  • Personalisation – Stand out from marketing junk by addressing your vendor directly. Where possible, consider including other personal details, such as property address.
  • Leverage referrals – Mentioning referrals can help create a sense of familiarity and bridge that mental gap.


Good timing

Timing of emails makes a huge difference to open rates. Of course, if someone is expecting an email yesterday, you’ll want to send it as soon as possible. But if you can give yourself some leeway, perhaps think twice before hitting send. Most email clients like Gmail and Outlook will have the ability to schedule emails in the future so you don’t have to wait around for that perfect time. As a general rule, people are more active in the mornings when they kickstart their day, while weekends are the worst.


No filter

You’ve perfected your subject line and you’re sending at reasonable times. Why are you still needing to send follow-up calls and voicemails for a reply? With digital privacy becoming a big topic, email clients are stepping up their filtering game to protect their users. Unfortunately, this could mean your emails aren’t passing through. Luckily, there are ways to ensure your emails get to the right inbox:

  • Avoid spammy sales words – free, cash, earn, etc – and clickbait.
  • Include contact details in your email signature, such as phone number and mailing address.
  • If all else fails, get in touch with your IT department. There could be a technical issue with the DNS connected with your email address.



You’re not a bot but if your email is riddled with typos and strange illegible formatting, people will think otherwise and click “Spam” without a second glance. Make sure to double (and triple) check your emails before sending it through. Not only will it appear more professional but it will also show your attention to detail and level of customer care.


Now that your emails are all set…

Make sure your proposals are equally as great! Proply is free to try – you don’t even need a credit card to sign up. If you’d like to know more about Proply real estate proposals, Don’t hesitate to drop us a line at info@

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Beautiful proposals that win business.