How To Construct A Professional Email

Getting People To Read And Act On Your Messages

How To Get a Professional Email Address (And Set Up With Gmail)

Email has long been a core tool for business communications, but a 2013 survey by Sendmail, Inc., found that it has caused tension, confusion, or other negative consequences for 64 percent of working professionals.

So, how can you avoid your emails doing this? And how can you write emails that get the results you want? In this article and video, we look at strategies you can use to ensure that your use of email is clear, effective and successful.

to view a transcript of this video.

Add Your Closing Remarks

Before you end your email, its polite to thank your reader one more time and add some polite closing remarks. You might start with Thank you for your patience and cooperation or Thank you for your consideration and then follow up with, If you have any questions or concerns, dont hesitate to let me know and I look forward to hearing from you.

Using Templates For A Formal Email

One way to add extra impact to your formal email is to use aprofessionally designed signature template. A signature template adds graphicinterest to your email. A signature template also includes your completecontact information.

Heres an example of an email closing with a professionallydesigned signature template:

Note: Theprevious example uses the Email Signature Template Pack from Envato Elements, which is a good source for professional email templates like the one used in the example above.

Notice the difference that a quality template makes. For more great examplesof email signature templates, review the article:

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Professional Email Tip #: Keep Your Words Sentences And Paragraphs Short

Why use a long word when you can replace it with a short one? When writing a professional email, always keep everything short and to the point. A brief and concise email shows respect for your recipient. Short words make your message more scannable. For clarity purposes, ensure to shorten lengthy sentences and paragraphs as much as possible.

Definition Of Professional Email Address

How to Create a Professional Email Signature ...

Before proceeding any further, it would be great to define what a professional email address is first.

In simple terms, a professional email address is defined as one that has your domain name or business name on it.

Essentially, these are email accounts that are not hosted on free email services such as or to mention a few.As effective as those Gmail or yahoo emails are, they do not look all that professional.

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Keep Your Email Short

This is one of the most challenging aspects of writing emails. Most often, theres a lot of information to be covered in the body, making it difficult to keep the length under check. Heres an example of a crisp email:

However, you must keep it short because of these reasons:

  • Professionals, especially the companys decision-makers, dont have the time to go through lengthy emails. They only skim through it, and if they come across an extremely long one, they will directly ignore it.
  • Because of the massive number of emails professionals receive, they cant go through long emails even if they want to do it.
  • Crisper emails communicate the message quickly.
  • It makes it easier for the recipient to respond.

Imagine it yourselfwould you be keener to read a short and crisp email that gets to the point quickly or an extremely lengthy email that bores you simply by the look of it. Dont forget to proofread it before you hit send.An easy way to make your email short is to ask so what after every sentence. If theres no definite answer to it, remove that sentence. Repeat this till youre left with a concise email that communicates a message clearly, and quickly.

Connect Your Email To Your Marketing Automation Software

Finally, you’ll want to make sure that your marketing automation platform has access to your email.

To do this with HubSpot, you can follow these instructions.

Usually, this process will include going to your settings and looking for a “Domains” or “Email Sending” button.

Once you’ve found this in your automation software, it should walk you through the process of connecting your email.

Now that you know how to set up your business email, let’s review some ideas and examples to help you choose your naming conventions.

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Email To A Potential Recruiter While Looking For A Job

A job application cover letter to a potential employer could start like this:


Subject Line:

Hi Shane / Dear Hiring Manager,

I read the recent Entrepreneur article about ABC Incs rapid growth since landing $4 million in venture capital last April. Thats very exciting and makes me wonder, do you have plans to expand your sales and team?

Ive had great success as the brand manager for XYZ Company for the past seven years working on a diverse range of strategies. Im planning to move into a broader role, and ABC has been on my radar.

Note: Use a greeting with a job title in a cover letter only if youre emailing the person for the first time and you dont know the recipients name. Once they respond to you, even if its a form letter, make a note of their name and use it in the future.

Use The One Thing Rule

Create a Professional Email With GMAIL for Free!

Emails are not the same as business meetings. With business meetings, the more agenda items you work through, the more productive the meeting.

With emails, the opposite is true. The less you include in your emails, the better.

That’s why it’s a good idea to practice the “one thing” rule. Make each email you send about one thing only. If you need to communicate about another project, write another email.

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Hope You Missed Me A Follow

If you havent heard from a recipient for a few days, prompt them to take action with a follow-up email so it comes back to the top of their inbox. It can be something like this:

Subject Line: Re: Availability for Onboarding Session

Hi Jordan,

I just wanted to check back with you regarding the date of your onboarding session with Mr. Mentor. Please let me know if March 8 or March 11 works best for you.

Thank you!

Numbers Development, Inc.

What Everyone Should Know Before Emailing Staff And Colleagues

    • Ph.D., Rhetoric and English, University of Georgia
    • M.A., Modern English and American Literature, University of Leicester
    • B.A., English, State University of New York

    Despite the popularity of texting and social media, email remains the most common form of written communication in the business worldand the most commonly abused. Too often, email messages snap, growl, and barkas if being concise meant that you had to sound bossy. Not so.

    Consider this email message recently sent to all staff members on a large university campus:

    It is time to renew your faculty/staff parking decals. New decals are required by Nov. 1. Parking Rules and Regulations require that all vehicles driven on campus must display the current decal.

    Slapping a “Hi!” in front of this message doesn’t solve the problem. It only adds a false air of chumminess.

    Instead, consider how much nicer and shorterand probably more effectivethe email would be if we simply added a “please” and addressed the reader directly:

    Please renew your faculty/staff parking decals by November 1.

    Of course, if the author of the email had truly kept readers in mind, they might have included another useful tidbit: a clue as to how and where to renew the decals. Using the email about the parking decals as an example, try incorporating these tips into your own writing for better, clearer, more effective emails:

  • Put your main point in the opening sentence. Most readers won’t stick around for a surprise ending.
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    Create A Business Email Address Using Hostgator

    HostGator is a super affordable hosting company that gives you free business email accounts with any hosting plan.

    Just like with Bluehost, you dont need to have a website ready. You can sign up for today and start using your free business email with your domain.

    OK lets start by choosing a plan.

    Step 1: Choose a HostGator Plan

    HostGator plans are also very affordable for any business thats just starting out.

    Head to HostGator and click Get Started to see the plans.

    All of these plans are shared hosting plans. If youre not sure what that means, read our article on .

    Heres a quick look at what youll get on these plans:


    You can see that HostGator gives you more storage on its smallest plan compared to Bluehost. The renewal price on the Business plan is a little more expensive than HostGator.

    All plans include a free domain for the first year.

    Be sure to check the plan comparison on the HostGator website before deciding which plan to buy. Then click the Buy Now button to continue.

    All set? Great! Lets sign up for your domain.

    Step 2: Choose Your Free Domain

    HostGator gives you a free domain with any hosting plan. You can use the domain for your free business email account right away.

    Search for the domain you want in the search box and press Enter. If your domain is available, HostGator will mark it with a green label.

    Now you can scroll down and fill out the rest of the order form. You can safely uncheck the Domain Privacy checkbox here:

    Sending A Formal Email

    How to Create A Professional Email Signature

    Once youve written and formatted your formal email, yourealmost ready to send your message. But before you press that Send button, review your emailcarefully. Look for:

    • Spelling errors
    • Grammatical errors

    Remember, a sloppy email full of mistakes makes a badimpression.

    Also, pay attention to the email address youre using tosend the email if you want to be taken seriously. Many of us created emailaddresses when we younger that arent appropriate for formal emails. If you canget it, your email address for formal emails should be a variation of your namewithout any extra characters.

    Here are some examples of appropriate and inappropriateemail address:

    Email Address #1

    Save this type of email address for casual emails to your family and friends.

    Email Address #2

    This email address can be used forformal and professional emails.

    Note: These emailaddresses used here and throughout this article are for example purposesonly. They arent intended to represent real email addresses.

    If youre a student or writing on behalf of an organization,its a good idea to use the email provided by your educational institution orthe organization youre representing. Most colleges, for example, provide theirstudents with email addresses in the format:

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    How To Write A Professional Email Heres Our Guide:

    1. Think First

    Before you start writing the email, give it some thought first. Note that the email you send might negatively or positively impact your personality. Understand the person you are writing to. Are you writing to a busy person? If you are writing to a busy person, keep your message short and straight to the point.

    In this case, you need to know the type of email you are sending and what response you want to get from the recipient. Having a clear intention will give you focus while writing.

    Furthermore, consider whether email is the best format for what you want to communicate. Sometimes, a call may be more appropriate, and sometimes you may want to switch to team chat.

    Read more: Make E-Mail Great Again

    2. Whats the Purpose of Your Email?

    Who are you writing to? Have you written to them before? If not yet, then you will want to ensure you give them a more context. Now before you embark on writing the message, know why you are sending the email and whats the best time to send the email.

    So, do you know what is the purpose of your email?

    If you are unable to figure out why you are writing an email, then there is no reason to send it. Note that sending an email without having a clear purpose could be a waste of time to you and the recipient. You will spend a lot of time trying to express yourself.

    Therefore, ensure you have a clear understanding of why you are sending the email so that you can get to express yourself easily and in a concise manner.

    Casual Versus Formal Email: Whats The Difference

    A formal email differs from a casual email. A casual emailusually goes to a person you know welloften its someone youre on good termswith such as a friend or family member. When sending a casual email, you dontneed to worry as much about structure and tone.

    In fact, part of what makes a formal email different from acasual email is the structure. A formal email has a very defined structure,with a definite salutation , signature section,opening sentence, and body.

    You also use language differently in a formal email than in acasual email. Avoid using abbreviations, contractions, slang, emoticons, andother informal terminology. The tone of a formal email is different as well. Aninformal email may not even use complete sentences or proper grammar, but aformal email always does.

    Heres an example of formal email language:

    The meeting is scheduled for December 5th at 9:30 a.m. All studentsmust attend. Your project updates are needed.

    Compare the formal language with the informal email languagein this email:

    Required meetingDec 5, 9:30 a.m. Updates needed. See yathere. 🙂

    Both statements share the same information. But the tone ofthe first is much more formal. Notice the incomplete sentence, slang, andemoticon in the informal example.

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    What Is The Purpose

    An email must have a purpose. And, it must have only one purpose.

    This email practice is called the one thing rule.’

    Each email should cover only one specific item, task, or request.

    Covering multiple actions in one email can cause confusion and inefficiency. One email should not include both client report revision notes and a scheduling question for the quarterly meeting. This scenario calls for two separate emails.

    In practice, we sometimes have to ask for several pieces of information related to the same topic. In this case, use a numbered list to clarify for your reader that the request has components. This will help your reader respond easily and ensure you receive all the specifics you need.

    I need you to review these three items before we release the sketch to the production team:

  • Content
  • Color choice
  • Benefits Of Choosing Google Workspace To Create Professional And Customized Email Addresses

    How to Create a FREE Professional Email in Siteground & Connect with Gmail! (Manage, Send & Receive)

    To be fair, Google Workspace is not the only tool you can use to create professional and customized email addresses for your business. Today, the world is full of WordPress hosting companies that you could use for the same purpose .

    These companies guarantee you limitless customized email accounts.

    However, Google Workspace trumps these companies and their services on many fronts. For example, it is not as unreliable, restrictive, insecure, and isolated as the other services.

    Other than that, its also important to remember that Google Workspace is just as much a product of Google as Gmail, which has close to 1.5 billion active email users per month.

    As for Google Workspace, it boasts of a user base featuring more than 4 million businesses. Over 80 million educators and students also prefer Google Workspace.

    Other benefits associated with this service include:

    • Guaranteed professional email address for your business
    • Insurmountable security and spam filters
    • 30GB of storage, which is twice what you get from your free Gmail account
    • Allows you to manage your emails even when you are offline
    • Easily accessible anywhere on mobile, web, or tablet
    • Grants each user up to 30 email addresses

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