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How to Write an Email Professionally- Basic Points & Format6 min read

December 25, 2019 5 min read
how to write an email

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How to Write an Email Professionally- Basic Points & Format6 min read

Read­ing 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.

Also, find sim­i­lar blogs with sam­ples, tips, & for­mat for email writ­ing:

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.

The Purpose   

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.

Text Formatting

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:”.

Your Introduction

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

Your Purpose

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.

Meaning

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
  • Respect­ful­ly
  • Yours tru­ly
  • Sin­cere­ly
  • 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.

Fresh­ers, are you look­ing for a job oppor­tu­ni­ty? Click here to find the most promis­ing jobs in the indus­try.

Sakshi is a postgraduate in Mass Communication. She is a writer with a keen interest in digital marketing.