How To Write a Professional Email
Email is a popular method of communicating with colleagues and customers. Email is a fast and efficient way to communicate, regardless of your industry or role. There are many reasons to write professional emails. For example, you might need to recap an important meeting, exchange information, relay an important update, or send a letter of introduction.
A well-written email conveys a friendly message that is clear, concise, and actionable to the recipient. It takes practice to learn how to create an email that meets all these criteria.
These tips and best practices will help you create professional email messages. Identify your goal, think about your audience, be concise, proofread the email, follow up with your contacts, and use proper etiquette.
Six steps to creating professional emails
These five steps will help you create a professional email message if you don’t know how to begin an email.
1. Identify your goal
Before you send an email, think about what the recipient will do with it. Once you have determined the purpose of your email you can make sure everything in your message supports that action. If you ask the recipient to review the attached report, tell them what it is, why they need to, and what kind of feedback you are looking for.
2. Consider your audience
Make sure you match your audience’s tone when writing an email message. If you are emailing a business executive that you have never met, make sure the email is professional and does not contain any jokes. If you are e-mailing a friend or colleague, you may prefer a more casual, friendly approach.
3. It should be concise
Your audience may not have the time to read your email so keep it short. Avoid addressing too many topics at once. This can make your message difficult to read, confusing, and hard to follow up on. Edit your email to remove any irrelevant information. Reduce filler words and other unnecessary information to create concise sentences. This will make it easier to read and reduce the length of your note.
4. Proofread your email
A professional email is error-free. Make sure to correct any grammar, spelling, or syntax mistakes before you send an email. Double-check your email to make sure you have included any attachments that you might have referenced. It is a critical email that must be sent to key stakeholders. You might ask your supervisor or trusted colleague to review it before you send it.
5. Use proper etiquette
To sound polite and friendly, include a greeting and closing. Be considerate of the time and needs of the recipient. Avoid emailing someone asking for assistance after hours or when they are on leave unless it is an emergency.
6. Follow up
Many people receive many emails daily, so they can miss or forget to reply to your message. You can reach out to the recipient with a friendly email follow-up if they have not replied within two days.
Format and structure for formal emails
When formatting an email, there are five things to remember. Below is a list of these five elements:
1. Subject line
This is a brief phrase that sums up the purpose of your message or your communication. When sending professional emails, it is essential to include a subject line so that your audience understands what you are trying to convey and can locate it easily. Here are some examples:
This is your first line in an email. It acts as a greeting. This is an example:
This is the place where you will share your entire message, just like in a letter’s body. Take this example:
This line should be the end of your message. Here you can also reiterate any requests that you have made in your body. This is an example:
Your signature is where you identify yourself with your name, title, and any other relevant information to your communications. Many email programs let you set a fixed signature, which is automatically added to every email that you send.
Examples of professional email examples
These are three examples:
1. Send an email to a contact new
2. Send an email to a group
3. Follow up email
It doesn’t matter if you are just starting in the workforce or if you want to improve your email communication skills, it is essential to learn how to create professional emails. You’ll quickly be able to create effective messages by using the examples and tips above.