Revitalize Your Sales: How a Simple 9 Word HVAC Email Can Boost Engagement

Brett Lewis - L4 Group

Brett Lewis
- October 31, 2023

9 word email hvac

Welcome to the world of 9-word emails for HVAC, a powerful yet simple tool designed to rekindle interest from past leads. This concept, developed by the innovative Dean Jackson, operates under the assumption that the recipient has previously shown interest in your offering. But how can a simple, 9-word email HVAC revive dead leads and generate more sales? Let’s explore.

Key Takeaways

  • The 9-word email is a concise communication strategy designed to re-engage leads by stimulating a conversation rather than coming across as a sales pitch, potentially reinvigorating interest and leading to sales over time.
  • Successful 9-word emails rely on crafting a compelling subject line, a straightforward and concise message, and personalized touches to promote engagement, with careful attention to avoiding spam-like phrases or excessive promotion.
  • To measure the effectiveness of 9-word email HVAC campaigns, marketers should track key metrics such as open rates and response rates, while avoiding frequent sends and maintaining a strategic balance as part of an integrated marketing approach that includes list segmentation and follow-up emails.

The Magic of the 9-Word Email For HVAC

Email service provider with subject line and word email

Understanding the 9-word email is key – it’s essentially a concise follow-up approach. Its purpose? To re-engage with overlooked prospects and gauge their interest in previously offered services or new offerings. The beauty of this strategy is that it focuses on sparking conversations and building relationships rather than appearing as a sales pitch.

Unconverted leads, often referred to as dead leads or stale leads, are an untapped resource for any business looking to generate more leads and ultimately achieve more sales, especially for those running their own business. According to Dean Jackson, about half of the individuals who express interest in a product or service are expected to make a purchase within the following two years. Thus, the 9-word email becomes a powerful tool to revive dead leads and turn these leads into new clients.

Crafting Your Perfect 9-Word HVAC Email

Crafting the perfect 9-word email

Having familiarized yourself with the 9-word email concept, you’re now ready to create your own. This involves creating a compelling subject line, a concise and factual message, and adding personal touches to make it feel like a one-on-one conversation.

Subject Line Strategies

An engaging subject line is your first point of contact with your recipient. Incorporating personalization, such as using the recipient’s full name, enhances engagement. In fact, studies show that just over half of the recipients are more likely to open an email if their name is in the subject line. Crafting effective subject lines is crucial for increasing open rates.

When creating your subject line, ensure you steer clear of certain phrases and legal terminology that could flag your email as spam. A neutral subject line that is relevant to the email content prevents the recipient from interpreting it as spam or overly promotional. This strategy gives your 9-word email a personal touch, enhancing the likelihood of engagement.

We find that the most effective subject line is to simply use the lead’s first name and last name.

Crafting the Message

The core of your 9-word email is the message itself. It should be a concise and factual question that encourages a response. When composing your message, refrain from including unnecessary content such as:

  • fluff
  • filler
  • sales pitches
  • elaborate designs

The goal is to present a concise message that centers on the main point or question for the recipient.

Formulate a precise and relevant question that relates to prior interactions. This strategy works well for re-engaging hot leads and initiating a fresh dialogue with the potential for new sales chances.

Examples of HVAC 9 Word email messages:

  • Are you still planning on upgrading your heating system this season?
  • Are you still interested in a new boiler installation?
  • Do you need to schedule an air conditioning tune-up this spring?
  • Are you still looking to install a ductless A/C unit?
  • Still looking for an HVAC service agreement?
  • Do you still want to replace your furnace this winter?

Personal Touches

Adding a personal touch to your 9-word email can be the deciding factor between an engaged recipient and a discarded email. One way to add a personal touch is by incorporating a ‘super signature’ with valuable offers or engaging through a personal email. This can create a sense of personalized interaction rather than a generic marketing communication.

When creating your super signature, consider simply using a name and phone number without embellishing too much. In the case of the 9 word email, less is more!

The Power of Timing: When to Send Your 9-Word HVAC Email

Timing the 9-word email for maximum impact

Timing is another significant factor in the success of your 9-word email. Although the urge to send these emails frequently may be strong, balancing engagement with respect for your recipient’s inbox is key. To maintain the effectiveness of your 9-word email strategy for HVAC, consider employing this technique every change of season, especially during the shoulder seasons.

When it comes to the most suitable time of day to send your 9-word email, it’s all about knowing your audience. Typically, the best times to send an email are between 1-3pm or 9-11am. However, for a B2C audience, late evenings could be more impactful.

At L4 Group, we utilize an email marketing platform that incorporates AI (artificial intelligence) to determine the optimal times to send emails based on the recipient’s email reading behavior.

Measuring the Success of Your 9-Word Email Campaign

After sending your 9-word emails, your next step is to evaluate their effectiveness. This involves tracking key metrics such as:

  • Open rates
  • Click-through rates
  • Conversion rates
  • Bounce rate
  • Forward and sharing rates
  • List growth

Measuring open rates can be accurately done by utilizing the analytics provided by your email service provider. This divides the number of opened emails by the total sent, giving you an insight into how effective your subject line was in grabbing the recipient’s attention.

A high response rate strongly indicates the success of your 9-word email. It signifies robust engagement and interest from the recipients. Furthermore, these campaigns have proven to be effective in:

  • Re-engaging dormant leads
  • Initiating sales conversations
  • Directly contributing to lead engagement
  • The potential for increased sales.

Case Studies: Real-Life Examples of 9-Word Emails in Action

Observing the technique in action can reinforce your grasp of 9-word emails. Businesses have successfully utilized them for lead re-engagement by identifying potential customers from previous communications and directly inquiring about their continued interest, leading to the revival of leads and increased engagement.

These emails have also been effective in generating new clients by directly engaging with prospects that may have been forgotten or not followed up on, sparking fresh conversations and potential sales opportunities. Industries such as:

  • marketing
  • sales
  • financial services
  • lead generation

Many HVAC businesses have all seen success with nine word email campaigns, showcasing their broad applicability by utilizing their existing database of nine words.

Common Mistakes to Avoid When Sending 9-Word Emails

Despite the high effectiveness of the 9-word email strategy, there are common mistakes to sidestep. One of these is overusing the technique. Excessive use can result in diminishing returns and may create the perception of being repetitive or spam-like. It’s crucial to use the technique judiciously and infrequently to prevent irritating your recipients.

A 9-word email can also appear overly sales-oriented if it lacks personalization and gives off a generic or spam-like impression. Remember, the goal is to engage your recipient in a conversation and not to sell them something straight away. This approach will increase the chances of your email being read and responded to.

Tips for Integrating 9-Word Emails into Your Overall Marketing Strategy

The 9-word email is not an isolated strategy but needs to be part of your comprehensive digital marketing approach. This involves list segmentation, automation and scheduling, and crafting effective follow-up emails to maximize their impact.

List Segmentation

List segmentation is a strategy that involves dividing your email recipients into smaller, targeted groups based on criteria such as demographics, interests, or purchase history. This enables customization of the 9-word question for specific segments based on their behaviors or previous interactions, thereby enhancing the relevance and efficiency of the emails.

The benefits of list segmentation are numerous. It enhances the effectiveness of 9-word emails by enabling the delivery of personalized and tailored content to specific recipient groups. This approach has the potential to increase engagement, response rates, and overall campaign effectiveness.

Automation and Scheduling

Automation and scheduling are vital tools for managing your 9-word email campaign. Implementing automation offers advantages such as:

  • Re-engaging cold leads
  • Boosting open rates
  • Ensuring timely responses
  • Enhancing time efficiency

By automating the process, you can ensure that your emails are sent at the most optimal times for engagement.

Scheduling tools facilitate the dissemination of emails to relevant recipients on a larger scale, thereby amplifying the reach and effectiveness of the 9-word email approach. Furthermore, email automation offers immediate visibility into subscriber engagement, facilitating improved targeting and customization.

Crafting Effective Follow-Up Emails

Creating persuasive follow-up emails is another significant part of your 9-word email campaign. These emails serve to nurture leads who respond to your 9-word email, building on the initial engagement and moving them closer to conversion. Strategies for crafting impactful follow-up emails include setting clear expectations, avoiding words that may trigger spam filters or convey the wrong tone, and asking questions to foster dialogue.

When sending a follow-up email after an initial 9-word email, a general rule is to wait approximately 1-2 business days. However, the appropriate timing may be influenced by the specific context and the recipient’s responsiveness. Proper segmentation, personalization, automation, and analysis play a crucial role in enhancing the effectiveness of these follow-up emails.


In the ever-evolving world of digital marketing, the 9-word email stands out as a powerful and effective tool for re-engaging lost leads and sparking new conversations. From crafting the perfect 9-word email with a compelling subject line, concise message, and personal touches, to understanding the power of timing and measuring the success of your campaign, the 9-word email has much to offer.

Avoid common mistakes such as overusing the technique or making the message too salesy. Use list segmentation, automation, and scheduling to integrate 9-word emails into your overall marketing strategy, and craft effective follow-up emails to nurture leads who respond. Through these steps, the 9-word email can become a valuable part of your marketing efforts, helping to revive dead leads and generate more sales.

Frequently Asked Questions

What is a nine word email?

A 9-word email consists of a subject with the recipient’s name and a one-line question in the body to re-engage lost prospects. It was developed by Dean Jackson, a successful real estate entrepreneur and online marketer.

Who invented the 9-word email?

Dean Jackson is credited with inventing the 9-word email, a method for reviving “dead” leads.

What is a 9-word follow up email?

A 9-word follow-up email is a simple way to reconnect with potential leads by asking if they are still interested in your product or service. It aims to revive “dead” leads by addressing their initial inquiry.

How often should I send a 9-word email To HVAC leads?

To maintain the effectiveness of the 9-word email strategy, it is advisable to use it every 90 days or limit its usage to 1-3 emails per month. Using it too frequently can diminish its impact.

How can I measure the success of my 9-word HVAC email campaign?

You can measure the success of your 9-word email campaign by tracking metrics like open rates, click-through rates, conversion rates, bounce rate, and list growth. These metrics will give you a comprehensive understanding of the campaign’s performance.