How to Write an Email Professionally- Basic Points & Format Explained6 min readReading Time: 5 minutes
How to write an email professionally and why is this question so important? To begin with, we all know that our professional life begins and ends with an email. For job-seekers, this is the first opportunity to leave a good impression on recruiters. Furthermore, this happens to be the first platform where you interact with the organization you are willing to work with and for obvious reasons it should be nothing less than perfect. As they say, the first impression is the last impression. In this regard, email plays an important part.
Now, if you are someone already with a job then you must be aware that in today’s corporate world all kinds of communication are done via emails. You like it or not, you will have to write emails every now and then. Unfortunately, not everyone is a pro in writing emails but the good news is that writing an email is not rocket science and so anyone can learn how to write an email professionally and master it with some practice. So, are you one of those who often get uncomfortable with the question “how to write an email?”
If you are one of those who often struggle to answer the question: How to write an email professionally and always stays confused about the format of an email then this article is specifically for you. Here, we’ll help you get familiar with all the nitty-gritty of email writing. You will realize how easy is it to write an email professionally by the time you would reach the end of the article. Let’s walk you through the format of an email plus other things you should keep in mind while writing it.
Also, find similar blogs with samples, tips, & format for email writing:
- Best Apology Letter Format, Tips & Samples | Write a Perfect Apology
- Goodbye Email for Colleagues | Bid Adieu Perfectly
- Complaint Letter Format & Samples | Easy to Follow Guide
- Experience Letter Format, Sample & Components
- Job Application Letter — 4 Min Read for Perfect Application Letter
- Sick Leave Application Letter: Format & Samples
1. Points To Remember While Writing Email
Think It Through
One should not do anything without a plan. Similarly, there should be a plan for emails as well. Firstly, along with figuring how to write an email, you should also focus on why and what to write in the email. It is very important as your email will be conveying your ideas, thoughts, and opinions to the recipient. Additionally, it should not be ambiguous and meaningless and that can only be achieved through clarity of thoughts.
Why do you have to write this email? First, be clear on purpose. It is important to have a clear understanding of purpose as the entire email is based on that. Be it about job openings, giving or accepting a promotion, sharing new policies with coworkers or resigning from the position, it has to be purpose-driven.
In light of that, you can’t afford to make any mistake in your professional mail and that is what makes it imperative for every professional to know how to write an email professionally.
Who Is The Recipient?
Well, that is the question you should definitely not ignore. Are you writing to a busy person? Well, then you may want your email to be crisp and straight. If you are writing to someone for the first time you better provide more context for them to understand the matter clearly.
Now after this we can proceed to understand the format of an email.
2. Format of An Email
Meaningful Subject line
If you don’t want your email to be ignored by the recipient, you better have an attractive and meaningful subject line. If you are writing to someone who receives hundreds of emails on a daily basis then the significance of a clear and brief subject line increases even more. This is the first thing the recipient notices about your email. If you have a good subject line then the chances of getting your mail opened increases.
Begin with Greetings
Start your email with a greeting. It is counted as good and important email etiquette. The greeting varies from recipient to recipient. You can begin with “Dear name” if you know the person. And if you don’t know the name of the person you are writing to, I would suggest you do some research and find out about the person handling the emails.
Along with the recipient’s name, the focus should also be given to grammatical perfection. Know that the usage of punctuation differs from language to language. The best formal way of ending the salutation in the English language is with a colon eg. “Dear Mr. Smith:”.
What’s the next step? Well, after greeting the recipient, proceed with giving your introduction. Limit your introduction to one sentence or two. For example, “I am Jenna. I work as a content writer and I have accomplished many projects on product reviews and SEO. Please take a look at my portfolio.…..”
By introducing yourself and sharing your work experience, you are letting the recipient know who are they communicating with. Many would argue that mentioning your name in the introduction will sound repetitive as the name is already there in an email address but contrary to all the beliefs it is seen that the recipient tends to remember the name longer if it is included in the introduction.
Explore more about How To Turn Your “Tell Me About Yourself” From Blah to Fantastic
The purpose should be made clear right in the beginning. People usually write emails with one of these two purposes, firstly, to inquire about something or secondly, to let the recipient know what do you want them to do next. For example, “I am writing to inquire about the meeting we had about your next project” or “I am writing in response to an invitation……..”
While stating the purpose just make sure it does not look rude.
Avoid usage of words causing ambiguity. Keep the message concise and clear. Keep the message simple by letting the recipient know what do you want from them. It would be better if you write the email in bullets as that will make it look more professional and readable.
Keeping It Short
Respect the recipient’s time by keeping the email as short as possible. Stick only to the important information and steer away from beating around the bush. No one likes to read a lengthy professional email.
The Closing Remarks
After introducing yourself and stating your purpose put an end to your message by making a statement about what do you expect out of them. That is to say, this is the time you ask them to take some action, for instance, “Please find attached my resume. I am looking forward to hearing from you soon.”
Use a Professional Sign-Off
No need to say, a professional email requires a professional sign off. Prefer a professional sign off over a creative one:
- Best regards,
- Yours truly,
- Kind regards,
Again, the punctuation after the sign-off depends on the language rule too.
Freshers, are you looking for a job opportunity? Click here to find the most promising jobs in the industry.
So are you clear now on the format of an email? Wanna practice? Write an email to us about how helpful did you find this article.