How to write a professional email
Introduction
It's true, email has become the de facto communication tool in business. But that doesn't mean you can't write emails in a professional manner—and it's actually easier than you might think. In fact, there are some Dos and Don'ts for writing professional emails that will help keep your tone consistent and clear as you communicate with colleagues or clients over email:
Keep it short and to the point.
In general, the shorter and more focused your email is, the better. While you should include some details in your subject line and body of the email (like where you're located or what you do), try to keep it as concise as possible. The same rule applies for your opening paragraph: keep things short and sweet so that readers are able to scan through quickly without getting bored.
Here are some other tips for keeping an email professional:
Don't include unnecessary details—like what time zone you're in or how many years ago there was a big change at work—unless they're relevant to why someone might be reading yours anyway (i.e., if they're looking for someone who understands how hard those changes were).
Don't include your resume unless specifically asked by someone else with whom they want direct contact; otherwise just say "I'm available."
Don't mention hobbies like hiking or skiing unless asked about them directly by someone else with whom they want direct contact; otherwise just say "I enjoy spending time outdoors."
Include a greeting and closing.
Your email should include an introductory paragraph, then a body that contains your message, followed by a signature line.
Don't forget to use a subject line.
A subject line is important. It helps the recipient understand what the email is about and how it relates to their inbox, so they can prioritize their messages accordingly.
Additionally, you'll want to avoid using a subject line that is too long or vague (e.g., "Let's talk!"). This makes it difficult for them to know what type of information you're trying to convey in the body of your message—and if they don't know exactly what you're talking about, then why would they bother opening up your email?
Know the key email etiquette rules.
Make sure you have the right email address. The most important thing is to be sure that your contact's name and title are correct before sending them an email. If they're not, it will look like you've accidentally hit send on their account instead of yours (which could result in lost data).
Use a professional greeting.
When writing an email to someone for the first time or if it's an important one, use "Dear" instead of "Hey" or informal language like "Hi." It makes a difference when people see from whom they're receiving information—and this applies whether or not anyone else knows about it yet!
Use a professional closing:
While some may feel pressured by rules about how many times one should swear per sentence (and others even go so far as saying never do so at all), there are still instances where swearing may be appropriate—for example, when discussing serious topics such as death threats against oneself or loved ones; however these kinds of situations should always be handled with care because no matter what happens during those moments we are still human beings who deserve respect regardless."
Tailor it to your intended audience.
Tailoring your email to the intended audience is of paramount importance. You want to make sure that you're addressing the right person, using the right tone and language, and closing with a formal salutation.
If you don't know who your recipient is, ask them! The most common mistake people make when writing emails is not knowing their own name or title—so if someone asks for an email address from you at work and gives you one (or vice versa), it's only fair that they get one back from YOU as well!
When writing an email message for an individual whose name isn't familiar to you but who has been referred by someone else in authority over them (like an employee), choose “Dear Mr/Ms [last name]” instead of just “Dear [last name].” This shows respect for both parties involved: The person being addressed knows he/she has been given special attention because of his/her position rather than just because s/he exists; meanwhile, readers will know exactly who they should be addressing without having any confusion about whether this was meant specifically for me or you!
Avoid these things at all costs.
Avoid slang or abbreviations. Slang is a word that has no place in formal communication, and you should avoid it at all costs. If you're not sure what a word means, do some research online to see if there's an official definition for it before using it in your email.
Don't use emoticons (smiley faces). Emoticons are used to express emotion in written text and can make people think you have no attention span or don't care about their concerns if they see these symbols sprinkled throughout an email thread with no context as to why they were included there—and this can hurt your reputation as a professional communicator more than anything else!
There are ways to write professional emails without feeling awkward or unsure of yourself.
There are ways to write professional emails without feeling awkward or unsure of yourself. If you're having trouble writing an email, ask yourself these questions:
Is this the right time? Is there something else I can do before sending it?
Does my desk have enough room for what I need to do right now? Will it be easier for me if I move things around on my desk so that they don't take up too much space in my inbox?
Am I being clear enough about how much time it will take me to complete this task (and why)? Would another person who doesn't know all the details of my job understand why this particular project needs more attention than others do?
Conclusion
Now that you've got the basics down, it's time to start building your email list. We recommend starting with a few of our best-selling emails so that you can get a feel for what works and what doesn't. Remember to keep in mind the advice we gave earlier—don't just copy and paste, but instead try to think through each message before hitting send!
