How To Write A Professional Email
Email is one of the most widely used forms of communication both in and out of the workplace. Because of its speed and efficiency, you will likely use email in some capacity no matter your role or industry. You can write professional emails for a variety of reasons. For example, you might need to recap an important meeting, exchange information, relay an important update, or send a letter of introduction.
A well-composed email provides the recipient with a friendly, clear, concise and actionable message. Learning how to write an email that meets all of these criteria can take practice.
Consider the following tips and best practices to help you write effective, professional emails: Identify your goal, consider your audience, keep it concise, proofread your email, use proper etiquette and remember to follow up.
Best practices: Identify your goal, consider your audience, keep it concise, proofread your email, use proper etiquette and remember to follow up.
Related: How to End an Email
How To End A Formal Email: Formal Email Closings
- A link to or badge for any professional accolades youve recently received
- Links to appropriate social media channels
Want to see examples of stellar email signatures from real people? Check out this roundup of professional email signature examples.
Tips For Writing Professional Emails
Once the career fair is over, youll probably walk out with more business cards than you can count. Whether you get asked to do an interview the next day or not, it is always a good idea to follow up with the companies you were interested in. Doing so will allow you to make connections for future opportunities! Here are some tips and tricks for writing a successful and meaningful professional email:
1. Start with a meaningful subject line
Whether you had a conversation someone or are just sending an email to a person that you hope to make a connection with, make sure to write a meaningful subject line. Remember to keep it short and sweet, but before you write the subject line think about your intentions. The subject line should summarize why you are contacting them. With a stuffed inbox, the subject line can make or break whether the person sends it straight to trash or gives it a read.
2. Address them appropriately
Casual language such as Hey may be fine to send to a colleague or friend, but for professional inquiries it is not the best choice. On the other hand, Dear is too formal. A simple Hi or Hello is more appropriate.
3. Keep the email concise and to the point
Although many professionals are excited about inquiring new, talented students into their company, they are also very busy. Especially after a career fair, their inboxes will get crowded with follow-ups. For the best chance that they respond, keep the note short.
4. Make it easy to read
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Maintain The Right Tone
Your tone shouldnt be too flowery, abrupt, or curt. Keep your formal written communication conversational, polite, and positive.
A simple test is to read your emails aloud to see how they sound. If the letter sounds fine, it probably reads fine, too.
Begin With A Greeting
Always open your email with a greeting, such as Dear Lillian. If your relationship with the reader is formal, use their family name . If the relationship is more casual, you can simply say, Hi Kelly. If you dont know the name of the person you are writing to, use: To whom it may concern or Dear Sir/Madam.
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Email To A Professor Asking For An Appointment
Subject: History 1B: Appointment requestDear Professor Smith,I am a student in your History 1B class, Section 1. I faced some difficulties with selecting a topic for my research paper, and I would appreciate it if I could discuss it with you during your office hours.Please let me know if you are available to meet this week.Thank you for your time. I look forward to your reply.Best regards,Lexie Brown
Want to become better at email? Get Spark. This free and powerful email client lets you use email templates, so you can save time with writing similar emails. It also gives you email superpowers like snoozes, email scheduling, and follow up reminders to help you work with email faster.
Email Template For Giving A Formal Update
Subject Line: |
As soon as our team identified the issue, it was addressed and remediated .
What you can do:
On behalf of , we are very sorry for the inconvenience this causes you. I can assure you that we are analyzing how this issue occurred and ways to completely prevent recurrence in the future.
Thank you for your patience,
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Pay Attention To Your Structuring
When crafting the body of your message, look at how youre structuring your core content. Are you writing in concise, direct sentences? Are you separating your sentences and paragraphs to ensure readability? Are you harnessing the power of bulleted lists, numbered lists, bold, italics, and other elements to make things even clearer?
Make It Easy On The Eyes
Most of the messages you send will likely be on the shorter side, which is great for rapid responses and getting things done. But for longer emails, scannability is the name of the game. Thats when things like bolded font, bullet points, underlined sentences, and a TL DR section come in handy.
There are a lot of factors to keep in mind when composing an email, and theres a wide margin of error. But after all is said and done, it isnt about perfection. Its about effective communication.
I think people feel this pressure that you need to be this perfect communicator with this huge vocabulary and these perfectly structured sentences. And I dont know that thats always the case because youre just two people, communicating, says freelance writer Boogaard.
More from Grammarly:
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Email After Completing An Interview
If youre wondering how to start an email conversation with your potential employer after an interview, heres a great example of a thank you note.
In this case, because youre now acquainted, address the recruiter by their first name, and not as Dear Hiring Manager.
Thanks for taking the time to speak to me yesterday. I enjoyed our conversation about the customer service and sales manager position and appreciated learning more about working with your team.
It sounds like a rewarding role, given the opportunities for networking and advancement. I think my masters degree in international business, as well as my customer service experience, make me an excellent candidate.
Please dont hesitate to call me if you need any details or references.
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:
Notice the difference that a quality template makes. For more great examplesof email signature templates, review the article:
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Confirmation Vs Rejection Email Samples
You might get an email confirmation after you purchase something online, or you can also reply to a formal email confirming receipt of an email attachment, a meeting time, or a company update. A rejection email is similar in that it might reject the item that was proposed in an email, in which case youd let the sender know.
Dear Mr./Mrs. ,
It is my great pleasure to inform you that I will be accepting your offer for employment as with . The goals for this role that you described are in line with my personal career aspirations, and I hope to be able to learn and grow in this role.
As discussed in our previous meeting, my salary will be and I will be starting on .
I appreciate all the time you took to make the interviews as seamless as they were, and I look forward to working with you soon.
This is to inform you that letter
Dear Mr./Mrs. ,
This is to inform you that your business proposal has unfortunately been rejected by our committee. While we did like your idea, unfortunately, the costs involved reach well beyond our budget for this quarter.
We wish you the best of luck in your future endeavors and encourage you to submit additional proposals if you have others that are aligned with our goals.
Best of luck,
Job rejection email
This is to inform you that I will not be proceeding in the interview process for with . I would like to formally withdraw my candidacy.
Business Email To Your Manager
Lets see what a formal letter to your CFO about a budget increase could look like.
I am submitting this request for your approval of a budget increase relating to our XYZ project. To complete the project successfully, I request an increase in budget of $5,000 from the initial $50,000.
The reason for this increase is the need for additional raw materials required for advanced product testing before the final release. With this increase, we can ensure the perfect implementation of our tool as a working product.
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Email Template For A Termination
To whom it may concern:
Please be advised that, effective immediately, we have terminated your account with due to .
We regret having to take this action, but after our discussions with you regarding , we have seen no change in .
The manner in which you are using our service jeopardizes as well as .
While the messaging is very direct, you need to be in a situation like this for legal purposes, clarity to the recipient, and finality. Language like termination and effective immediately show that this is a decision with no wiggle room for compromise.
Hint: If there were prior violations or instances where you gave warning, make sure to cite them.
Learn How To Write A Formal Email
According to HubSpot, email volumes have increased by 44 percent since the COVID-19 pandemic hit in 2020. If youre a business professional, you need to be careful with how you communicate over email. Its easy to slip into the habit of writing emails in a colloquial manner with abbreviations, slang, and poor grammar. This is why learning how to write a formal email is important.
But how do you go about doing this? Learn how to write an email to a client that will leave a good impression with these top tips.
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Why Write A Formal Email
“People tend to believe that they can communicate over email more effectively than they actually can,” researchers at the American Psychological Association found. In a 2005 study, they performed a series of experiments and concluded that it’s hard to convey emotion and tone over email.
The reason? Because of our own “egocentrism,” we’re unable to detach ourselves from our perspective and see someone else’s.
Put simply, it’s easy for misunderstandings to occur if we’re too friendly or informal in our emails. The tone of voice may not be suitable for communicating vital information, too.
Formal emails remove the potential for misunderstanding and misrepresentation. It’s all about observing the correct business email etiquette.
A formal email has a clear purpose and treats the reader with respect. It’s written in a standard way that travels across borders and cultures.
Writing formal emails can benefit anyone in business, including leaders, says the influential Forbes columnist Benjamin Laker. Emails should be respectful of emotions and delivered with empathy. Most importantly, your email says a lot about your “personal brand”. How do you want to be perceived?
A well-written formal email is polite and professional, two powerful brand attributes that will improve your brand and increase business success.
Email To Professor Samples
Once youve learned how to email a professor, its time to practice. Below, youll find a number of email samples for different situations. Please keep in mind that these examples are for reference only, and you should always personalize and tweak them to your needs.
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Write The Body Of The Formal Email
Youll probably find that most of the time, you write formal emails in English to people you dont know very well. And, of course, youre writing to give them a good impression of your professionalism and abilities.
You can ask yourself: Do I need to remind them of who I am? Do I need to give them context for my request? Do I need to give them background information on the ideas I will propose or suggestions I make?
1. SHARE THE REASON FOR THE EMAIL
Im reaching out because
As you may know, our department is currently looking for someone to
A colleague of mine recently informed me about a job opening in your company, and so
You mentioned in our last meeting that you wanted to focus on content strategy, so I suggest that
2. MENTION THE ACTION NEEDED
Most emails that you send in a professional setting require some action. Its important to be as clear as you can about what action or actions you need the reader to take:
Let me know what you think about my ideas/suggestions.
Let me know when you would be available to meet next week.
Please review the following attachments before our next meeting.
Can you please review the agenda for the meeting and let me know if you have any suggestions?
3. WRITE YOUR CLOSING STATEMENT
Before you end the email, take a sentence or two to make sure that you allow your reader to ask questions or reply:
How Yesware Can Help You Better Manage Email
Yesware can help your team better manage email with email templates that live in your inbox.
With email templates, you can save your top-performing emails in a template library thats inside of your inbox. These templates personalize in seconds with fill-in-the-blanks or dropdown options.
Take a look:
You can send personalized templates to various users at once using campaigns.
And better yet, Yesware tracks all email sends so youre always in the know of what is/isnt working in your formal emails.
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