Letter & Resume Tips

How to Write an Email Professionally- Basic Points & Format Explained6 min read

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


How to Write an Email Professionally- Basic Points & Format Explained6 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 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:

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.

  • The Purpose   

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:”.

  • 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. 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

  • 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 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,
  • Respect­ful­ly,
  • Yours tru­ly,
  • Sin­cere­ly,
  • 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.

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