How to Stand Out in a Crowded Inbox
Your clients get a lot of emails every single day… about 121 on average.
That means you only have about 7 seconds to show your message is worth their time.
The good news?
Small changes in how you write can make a big difference.
Email isn’t just about sharing information. It’s about showing intention.
When you choose the right words, your clients feel your care, your preparation, and your value.
The Power of Helpful Phrases
Think about how these phrases land:
→ “I wanted to share something that might be useful.”
→ “I have an idea for your challenge in X area.”
→ “Would a 15-minute call be helpful to explore this?”
Each of these examples do the same thing.
They focus on the client. They show you’ve thought about their needs. And they make it easy for them to take the next step.
That’s why the best professionals don’t just “send emails.” They use email to build trust.
From Checking In to Checking On
One of the best shifts you can make is simple:
Instead of “checking in,” start “checking on.”
→ Check on progress.
→ Check on possible obstacles.
→ Check on whether your help is still useful.
This little change shows you’re invested in their goals. It proves you’re paying attention. And it makes every touchpoint about partnership, not pressure.
Clear and Caring Communication
The most effective emails do three things:
- Add value. Share an idea, insight, or helpful resource.
- Respect their time. Be concise, clear, and specific.
- Invite collaboration. Offer easy next steps, not open-ended burdens.
Here are a few great examples you can try:
→ “Would you find it helpful if I put this together for you?”
→ “Our clients in similar situations have seen strong results doing X.”
→ “I’d value your perspective on this topic.”
These phrases work because they’re client-centered. They feel collaborative. And they invite a natural conversation.
Every Email Is an Opportunity
Your next email is more than a message… it’s a chance to strengthen a relationship.
When you start with the other person’s needs, you show care and professionalism.
When you share something helpful, you give them a reason to respond.
When you keep things clear and concise, you respect their time.
That’s how you stand out in a crowded inbox.
The Takeaway
Stop thinking of email as a task to complete. Start thinking of it as a tool to build trust.
Because when you lead with value, people notice.
When you focus on them, they engage.
And when you use words that make it easy to connect, you create opportunities that last.
So here’s the challenge:
Before you hit “send” on your next email, ask yourself:
Does this show I’m here to help?
If the answer is yes, you’re on the right track.
Your next email isn’t just another note in their inbox.
It’s a step toward a stronger relationship.
Mo
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P.S. Want a handy tool to keep improving your emails?
You can download the high-quality version of the visual above, plus 50+ other useful infographics designed to help you and your team stay focused on what matters most: building strong client relationships.