How To Write An Email In 6 Simple Steps
If you're wondering how to write an email to your employer or any other professional, then you're in the right place. Emails are the most effective way of communicating in a professional sphere. Whether you're applying for a job, inquiring into something, or looking to exchange information, any professional email follows a few standard rules.
When writing a professional email, you cannot maintain the same casual standard you use to communicate with your friends. Your email should maintain a professional tone throughout. Consider following six simple steps to ensure you write the best professional email.
How To Write Professional Emails?
Learning how to write an email that will catch the eye of any professional is pretty simple. You don't have to be too formal or use complicated words to impress anyone. All you have to do is make sure that you do not forget about the following five steps:
- Always include a subject line
If you look at any professional email example, you'll notice that it contains a short subject line. This is the first thing that your recipient will see when you send them the email. If you leave the subject line blank, then there is a high chance that they will not even open your email. Therefore, you must never forget to write a brief subject so that your recipient knows what the email is about knows
- Don't forget to start with a greeting
In any professional email format, you'll notice that the body of the email starts with a simple greeting. Your salutations might vary from a simple "Hi" or "Hello" to a more formal "Dear Mr./Ms./Dr./Professor…". It is best if you include your recipient's name so that it seems you are directly addressing them. If you cannot find out the same, leave it with a "Hello" or a "Dear Sir/Ma'am."
- Keep your tone polite and your message concise
Be attentive when you're learning how to write an email so that you can differentiate between a casual and a professional email. A simple email is something that you write to your friends or family members close to you. You can maintain an informal tone here. However, in a professional email, you must always keep a formal style so as not to sound rude.
- Ensure your message is concise and easy to understand
You should make sure to keep your email brief so that your recipient can skim through it and get the gist of your query immediately. Your email isn't an appropriate place to write an essay. It would be best if you always valued your recipient's time. Otherwise, writing a long professional email with complicated language will ensure the person won't even go through it entirely. Don't forget to put a call to action at the end to ensure that the person has an idea of the next step.
- Proofread your email
The is the most crucial step in your journey in learning how to write professional emails. Once you're done drafting your email. Always make sure to go over it multiple times. You'll be surprised to see your email filled with minor errors in spelling and grammar. Make sure to rectify these mistakes. Or else, it'll lead to a wrong impression on your recipient.
- Make sure to include your signature
The last step in writing a professional email is to include your signature at the end. If you forget this step, your recipient will not know who sent the email, and it will be promptly discarded. Make sure to write all relevant information in your signature, such as your full name, job title, company name and contact information.
As long as you make sure to remember these six simple steps, you won't have to look up how to write an email every time you want to draft a professional mail to someone.
What Is The Basic Format Of A Professional Email
A professional email format consists of three primary divisions:
- Introduction– Your email should always start with a proper introduction. Sometimes, recipients only read through this first section to decide whether they want to discard the email or not. Therefore, you should be brief and go straight to the point of your email here.
- Body– The body of your email should be concise and to the point. It is best to break up the body into short paragraphs rather than writing everything in a big chunk. The content of this section will vary depending on the objective of your email. Make sure to proofread it before you hit send.
- Conclusion– Your conclusion includes writing a greeting like "With best wishes," "Sincerely," "Yours faithfully," "With regards". Make sure to put in your signature, which should include your full name and contact information. If you're writing on behalf of a company, your signature should also include your designation and company name.
This is the most general format you can follow when you're figuring out how to write an email professionally. You can customise your email according to your needs, but it is best to keep it as professional and brief as you can.
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