How to Write an Email Professionally- Basic Points & Format6 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 sending a professional email. For job-seekers, this is the first opportunity to leave a good impression on recruiters.
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?”
Here, we’ll help you get familiar with all the nitty-gritty of email message 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.
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1. Points To Remember While Writing Email
Think It Through
Be it a business email, or any other email, one should not do anything without a plan. 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 display your ideas, thoughts, and opinions.
Additionally, it should not be meaningless.
Why do you have to write this email? First, be clear on purpose. It is necessary to have a clear understanding as the whole 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.
The font choice of your email is also important when you are sending a professional email. While the modern email platforms allow you to incorporate many different styles of text fonts in your email, it is best to stick with a standard readable font like Times New Roman or Georgia.
Avoid fonts like Comic Sans, Bradley Hand, Brush Script. It is better to stay away from any such handwritten or brush fonts. Your email needs to be easy on the eyes. Hence, if you go with a weird font for your email, it might not be easily readable or even supported by some other email platforms.
It is better to maintain consistency throughout your email and stick to one style of font. However, if you must use more than one font don’t go for any more than two fonts in your email. Too many fonts may even make your formal email less readable and casual.
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 importance 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 increase.
Begin with A Greeting
Start your email with a greeting. It is counted as good and important email etiquette. You can begin with “Dear [First name of the recipient]” or if you don’t the person personally, you can address them as Dear [Last name of the recipient].
Moreover, if you don’t know the name of the person you are writing to, you can simply address it as “Dear sir/ma’am”
Along with the recipient’s name, the focus should also be given to grammatical perfection. 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.
By introducing yourself and sharing your work experience, you are letting the recipient know who are they are talking to. 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 and keep 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
Put an end to your message by making a statement about what you await from 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
Last but not the least, end your email with a professional sign off. An email is a professional means of communication. So when you send the email, write 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. You may also use an email signature at the end.
Also, don’t forget to double-check and read your email before hitting the send button. Make sure your contact information, the cc and bcc field are correct before you schedule emails to send out.
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