WRITING THE PERFECT PROFESSIONAL EMAIL..

Most of us write emails everyday. Agents, CDs, Producers, directors, teachers, fellow actors… So, why don’t we put the same care into our emails as our other communications? The way you present yourself on writing also says alot about you so dont just jot down the first things that come to mind. Below I share some guidelines on writing an excellent email. Before I go further, I want to say that these tips are assuming that you are sitting in front of your computer typing a business email. Emails from mobile devices are a different story for a different post.

Here’s how to construct the perfect email:

Subject line
Subject lines are critical to getting people to actually open your email.

DO:

Always (always!) include a subject line.
Indicate if action is required.
Include an action verb, if appropriate. Example: “Join us for an important screen-test ”
Example of good subject line: “New Role Development Meeting Notes 02/28/08″
Example of good subject line: “New Changes on script – Response Requested”

DONT:

Use the subject line as the entire email.
Overdo the “high priority” button. You don’t want to be “the boy who cried wolf.”
Be too generic in your subject line.
Example of not-so-good subject line: “Notes”
Example of not-so-good subject line: “Changes”

Greeting
Always start your emails with a greeting. I almost always start my emails with “Hi (insert name).” Other options include: dear, hello, or just their name. Just make sure you include some kind of greeting. And even if you are writing an email to an agency seeking representation, do your homework and find someone to direct it to. Whether it be the Commercial department head, an associate agent…find their name!  NEVER say: “To whom it may concern” or anything of the likes.

Body
The body of your email should include all pertinent details in an easy-to-read format. Clearly state:
1. The purpose of the email.
2. Any actions or tasks required from the email. Don’t forget to include dates.
3. Any attachments to the email. These should be spelled out so the recipient knows exactly what should be included in the email.
4. A recap or next steps, if appropriate.

Attachments
A headshot and resume are mandatory here for new contacts. If its not your first time emailing this person thats a different story. Be sure to appropriately and accurately name your documents before attaching them so if they download them there is no misunderstandings. Similarily, if you attach more than one document, the recipient should know by looking at the names of the documents which one is which. And ALWAYS send ur resume and headshot in PDF form! No Text or other files.

Acceptable attachment name: “John Smith Resume 2/5/08 .Pdf”
Unacceptable attachment name: JS.pdf

Closing
Just like the greeting, always end with a closing, even it’s just your name (See Signature) . Other popular options include: thanks, talk soon, see you soon, look forward to talking to you soon, all the best, best, best wishes, thank you.

Signature
Always have a “signature” on the bottom of your email. (This is a personal preference of mine. I get so frustrated when I want to call someone in response to their email and their phone number is not included in the email signature.) Signatures can be set up so they automatically are included in the bottom of your email address – I highly recommend this.

This signature should include:
Your name
Your title (optional)
Your Agent
Your Agents Address
Your phone number
Your cell/fax number (optional)
Your email address (optional, but especially handy if the email is printed out and doesn’t include
your complete email address)

Here’s how to put it all together:

Subject: It’s pilot season and I need your help!

Hi Chris:

Can you believe it’s pilot season already? I really enjoyed working with you last year on the “Stranded” audition, and I wanted to invite you to our rehersal sessions this year to help out with a couple of us actors. We could use a great coach to give the show that extra umpf!

In these sessions you would assist:
1. Me
2. The 2 child actors: Katy Mink and Jack Stell
3. Actor Steven Guil
Attached please find the complete resumes, “Actors Resumes: Stranded season 2. 8/3/04 ”

I hope you can join us on the following dates:
1. Date & location #1
2. Date & location #2

Chris, thanks again for your support. Please let me know if you can make these dates.

I look forward to hearing from you soon,

Angela

Angela Strass
Rep: Jackson Artist Management
3680 W Grand Blvd
Phone: (555) 4567

Get emailing!