Best Tips, Guidelines & 6 Steps Of Starting and Writing Professional Emails
This article discusses the tips and guidelines of writing professional emails and also outlines six steps of starting and writing professional emails.
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Email is one of the most widely used forms of communication both in and out of the workplace. Because of its speed and efficiency, you will likely use email in some capacity no matter your role or industry.
You can write professional emails for a variety of reasons. For example, you might need to recap an important meeting, exchange information, relay an important update, or send a letter of introduction.
A well-composed email provides the recipient with a friendly, clear, concise, and actionable message. Learning how to write an email that meets all of these criteria can take practice.
Writing Professional Emails – Six Steps for Writing Professional Emails
If you’re not sure how to start an email, these five steps can help you craft a professional message:
1. Identify your goal
Before you write an email, ask yourself what you want the recipient to do after they’ve read it. Once you’ve determined the purpose of your email, you can ensure everything you include in your message supports this action.
For example, if you want the recipient to review a report you’ve attached, let them know what the report is, why you need them to review it, what sort of feedback you need and when you need the task completed.
2. Consider your audience
When you compose an email message, make sure your tone matches your audience. For example, if you’re emailing a business executive you’ve never met, keep the email polished and free of any jokes or informalities.
On the other hand, if you’re emailing a colleague with whom you have a good relationship, you might use a less formal, more friendly approach.
3. Keep it concise
Your audience might have little time to read through your email, so make it as brief as possible without leaving out key information. Try not to address too many subjects at once as this can make your message lengthy, challenging to read, and difficult to take action on.
When editing your email, take out any information that’s irrelevant to the topic you’re addressing. Use short, simple sentences by removing filler words and extraneous information. This will make your note shorter and easier to read.
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4. Proofread your email
An error-free email demonstrates diligence and professionalism. Before you send an email, take a moment to check for any spelling, grammar, or syntax errors.
Also, double-check to ensure you’ve included any attachments you may have referenced in your message. If it is an important email to critical stakeholders, you might ask your direct supervisor or a trusted colleague to read over it before you send it.
5. Use proper etiquette
Include a courteous greeting and closing to sound friendly and polite. Additionally, be considerate of the recipient and their time. For example, unless it’s an emergency, avoid emailing a contact asking for something after-hours or while they’re on leave.
6. Remember to follow up
Most people receive several emails per day, so they might miss or forget to respond to your message. If the recipient hasn’t replied within two working days, consider reaching back out with a friendly follow-up email.
Writing Professional Emails – Format and structure of formal email
There are five elements to consider when formatting your email. Here is a breakdown of each:
1. Subject line
This is a short phrase that summarizes the reason for your message or the goal of your communication. It is important to include a subject line when sending a professional email so your audience knows exactly what to expect and is able to locate the message easily if needed. For example:
“Follow Up: Product Presentation”
2. Salutation
This is the first line of your email and generally acts as the greeting. For example:
“Hi Mr. Samson,”
3. Body
Just like the body of a letter, this is where you’ll share your full message. For example:
“Thank you for attending the new product presentation this afternoon. I’ve attached a video file of the full recording so you can share it with your team. Please let me know if you have any questions.”
4. Closing
This is the last line of your email before your signature and should wrap up your message. This is also where you may reiterate any requests you’ve made in the body of your message. For example:
“I look forward to speaking with you on Wednesday. Thanks again!”
5. Signature
The signature is where you identify yourself by name, title and any other information relevant to your communications. Most email programs allow you to set a fixed signature that’s automatically added to the end of every email you send.
“Sincerely,
Jillian Jones
Senior Software Engineer
ABC Company, Inc.”
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Writing Professional Emails – Example of Professional Email
Email to a new contact
Subject Line: UX Research Contract Opportunity
Hello Name,
I hope this message finds you well. I’m reaching out today because I’m managing an application redesign project here at ABC Company and seeking a skilled UX research contractor to help analyze several sets of usability testing data.
This is a three-month project beginning February 1st, and we estimate it will take roughly 15 hours per week. All work can be completed remotely, but you’re welcome to use our workspace.
Please let me know if you’re interested in this project and we can set up some time to discuss the details further. I look forward to hearing from you.
Sincerely,
Name
User Experience Director
XYZ Company, Inc.
(Writing Professional Emails)
Writing Professional Emails – Right and Wrong Email Greetings
To give readers an idea about the best and worst greetings, we prepared several examples that can be used in email. Here is the list of the best greetings for such format:
- “Good morning,” “Good afternoon,” or “Good evening” – these are classical versions of email greetings that is common for formal letters
- “Hello” or “Hi” – these are the most traditional words for writing emails to friends or someone who can be addressed informally
- “Allow me to introduce myself” – to address someone you don’t know yet
- “How are you?” – This is the most neutral way of addressing people that allows expressing politeness. This is a universal phrase for formal and informal messages.
- “Hope this email finds you well” or “Hope you’re doing well” – these are general ways to acknowledge people
- “It’s great to hear from you” – this is a good phrase if you reply to a message
- “Thank you for your help” or “Thanks for getting in touch” – these are two greetings that fit if you write a response.
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Writing Professional Emails – Worst email greetings
- No greetings – don’t forget to salute someone you’re addressing your email because this is the worst thing you can do when starting your email
- “To whom it may concern” – this is not the best way of acknowledging someone “on the other side” because it means one didn’t do enough research and address a person by his/her name. Don’t expect to receive a positive response in return when you send an email with such a salutation!
- “Dear Sir/Madame” – this is not a good variant of starting messages because it sounds impersonal. It’s better to ask for the name of the person.
- “Dear Mr/Mrs” – this sounds overly formal and old-fashioned. Don’t forget we’re living in the 21st century, and we should start letters accordingly.
- “Hey, honey (darling, love)” – this salutation sounds absolutely informal yet familiarly if you start the email with it. Also, try to avoid using any slang.
- Misspelt names – this will sound rude or weird and spoil your conversation from the start. This will show you’re too lazy for doing research about the name of a person.
- “To business owner/householder” – when one addresses other people using this way it may mean that an initiator of this communication aims at selling something to those he/she addresses. As a result, the desire to further read this email immediately disappears. The great way of starting a letter is to learn the name of a person that’s sending a message.
Related FAQs
1. What are the 4 parts of a professional email?
All emails have four basic parts: A greeting, body, closing, And subject line. You will start your email with a greeting.
2. How do you write a formal email example?
- Subject: Meet the new Customer Support Representative. Dear team, …
- Subject: Vacation request for September, 10-15. Dear Mr./Ms. …
- Dear [Name], I’m sorry for the unpleasant experience you had in our store and I can understand your frustration.