Impact of Email Response Time on Brand Impression

“The growing popularity of social media will suppress the relevance of emails.”

Numerous self-proclaimed tech-gurus predicted this statement more than a decade ago.

Current situation? 58% of people check their mail inbox the first thing in the morning. And globally, a striking figure of 269 billion emails are sent per day!

Take it from us. Email is not going anywhere, not anytime soon. In fact, according to the experts at any digital marketing agency India, this is one of the best marketing tools in the contemporary digital ecosystem.

And we also cannot undermine the importance of prompt email response to build a superior brand impression. Wondering how? Stick to the end!

Email Response Time

You already know the importance of personalized email to draw attention. If you succeed to compel the recipients to check your mail instead of tagging it as spam, we appreciate your potential to curate a catchy content.

But this is not the end. The consequent activities will determine the strength of your overall business strategy.

If the recipients choose to respond, your response time may decide whether they will convert or not.

Remember, people want a reply, and they want it now.

According to a study, 11% of the people expect a response within 15 minutes, while 19% may wait up to one hour. So prepare yourself to meet this level of expectation.

Here’s a striking fact: the companies that respond to the inquiries within an hour have 60X higher chances to earn leads than those taking about 24 hours (source: Time to Reply)!  

So, What Does a Timely Reply Do Anyway?

Evokes a Sense of Reliability - Once you are sending email acknowledgements, you are letting people know that you are proactive, responsive, and trustworthy. This will also create a positive impression of your professionalism and reflect a higher level of dedication to your business.

Compels You to Act - If one person has faced an issue, others can face it too. Be it the slow loading speed or cluttered information on your website - a feedback mail from the end-user can help you identify the potential issues present on your site or app.

If you take an action immediately and fix the issue, it will only enhance the user experience on your portal.

Advances Your Business - If the sender shows interest in your products or services, don’t delay to provide the necessary information. It can produce a positive impact on your ROI (Return on Investment).

Now that you have understood the efficacy of a prompt email response, here are the two time-tested ways to accomplish that. Check these out.

How to Respond to Emails Quickly

1. Employ a Dedicated Team

We understand sometimes it becomes difficult to respond to all the emails at once. This can be a potential problem in large companies. That’s why you should invest in a dedicated team to coordinate with the leads.

Also, if you miss out a mail by mistake, don’t forget to apologize.

2. Use an Automated Tool

There are several Artificial Intelligence (AI) powered email auto-response tools that scan the incoming emails and send prompt and customized corresponding replies. Much like a drip campaign, you see!

Two such examples include GetResponse and RoboResponse. These are capable of engaging leads in an email discussion 24x7.

Here’s a quick tip: Sometimes, it may take you a while to solve the mail sender’s query or concern. In such a scenario, assure him or her with a quick and short reply that your team is on it and you will get back shortly.

This little gesture of acknowledgement can go a long way in generating trust about your business.

Conclusion

Customer Experience (CX) is a crucial factor in the contemporary digital age. In fact, 80% of the people are more likely to convert if the business meets their expectations.

And email response time has a major role to play in enhancing or reducing the CX.

So make sure to deliver a prompt reply and solve any user query. This will leave a positive impact on the psyche of your audience and help in the growth of your business.