Whether it’s for your job or a personal requirement, learning how to write a professional email is very important. Although composing a message seems to be an easy task, there are some crucial points to consider to make your email effective in a professional way.

Writing an Email: A Requirement in Formal Correspondence

Emails are important communication methods used in offices, schools, business operations, and personal purposes. To create effective professional emails, here are helpful tips for you.

#1 Include your greetings

It’s important to greet the person you’re writing to. The use of “Dear” is standard in the field of correspondence. You can add the recipient’s name and follow it by a comma or colon.

Examples:

Dear Mr. Austin,

Dear Jeff,

In cases you’re not sure  if a woman you’re writing to is Mrs. or Ms., then it’s best and safer to use Ms. In addition, it will be also a good option to simply add the recipient’s full name.

Examples:

Dear Jayson Lee:

Just a friendly tip: avoid using the generic Dear Sir or Dear Madam because it tends to be impersonal.

#2 Are making a follow up, thanking the recipient, or sending your first message?

(Note: If it’s the first time you’re going to message the recipient, please refer to Step #3.)

The content of your email message will tell your recipient what you think is essential. If the main purpose of the email is to express gratitude, then you should put it in the beginning. Furthermore, if you have already a conversation started, then you can just reply with your message and stay on track of the topic.

Examples:

Thank you for your kind donation to the All-Hands for Education Charity International.

Thank you for your interest for the position. My client would be more than glad to contact you for an interview.

The replacement items that you have requested for Order #76701 are already sent via courier and expected to arrive at the end of this week.

Make sure to be specific and direct to the point while being courteous to the recipient.

#3 Discuss or explain what you are writing about.

State the purpose of your email. You state it in a direct manner but not to the extent of being rude and disrespectful. It must be formal and polite at the same time.

Ask yourself: “what is the purpose you wish to happen”, and “how can the person you are contacting can help.”

Examples:

I am writing to your humble department to seek permission of getting an interview with the manager about the current trends in freelancing business.

My online marketing company is in need of expertise in SEO and from the research I have conducted, your company can give me unrivaled insights about it.

#4 Keep it short.

Professional emails do not need to be a lenghty one. No one wants to read a long message especially if they are busy employers or company personnel. Be mindful about the recipient’s time. Make it concise and include only the most important parts of your message. If you need to discuss further about the purpose, then other channels can be utilized such as setting up a meeting, a one-on-one inteview, or a phone discussion.

#5 Add a closing line.

To close your email, you can have a one-sentence conclusion that will recapitulate your purpose of writing. It can either make the reader take action or a way to simply wind down the conversation.

Examples:

I’ll look forward to discussing this with you further tomorrow at 9AM.

Attached are our updated brochures so you can check our products and their specifications.

#6 Use the proper closing when signing off

There are various ways to  end an email before placing your signature. However, for a professional email, you should choose from the following options:

Respectfully, Thanks again, Yours ruly, Sincerely, Kind regards, Best regards,

#7 Proofread your email before hitting the Send button

Make sure to review your email before sending it out. Check for grammatical errors, names that may be misspelled, and any other possible mistakes. Read the whole message to yourself to make sure that you’ve conveyed your purpose clearly and it’s easy to understand.

Remember, even a word mistakenly added can change the whole thought of the sentence. When not corrected, then this may give you or your company a bad impression. So, be careful and cautious.

Need more tips about writing an email? Grammar Love can help! Add your comment below and we’d love to get in touch!

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