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How to Write a Professional Email

Written by Jacob Salem

Written correspondence has always been important in professional fields and particularly with people working remotely. A good email gets your message across effectively. We can all improve in written communication, so we make fewer mistakes at work and give clear directions!

To make your emails professional, clear, and concise, so you can sound your best in every interaction and make a good “impression” through writing, here are 6 ways to write a professional email.

Include an Informational Subject

The subject line is essential to the email because it is the first clue to understanding why your contact needs to read your email. Also, the subject allows the person to search for your email if they need to by using keywords. The best subject lines are short, about 6-7 words. Think of the subject line as the topic of your email. You can even write it first, so you set the tone for the body of the email, and you won’t forget to add one. Emails with no subject line are more likely to be deleted or missed.

Start With a Greeting

Start your email with a greeting and the person’s name. Use “Hello” for the first time emailing that person and “Hi” for emails after that. Informal greetings like “Hey” should only be used with co-workers you chat with often. If you use a greeting that is a time of the day like “Good morning” or “Good afternoon,” it could not be appropriate if they are checking their email at a different time. Also, be aware of their time zone if you use a time-based greeting. Lastly, please make sure the spelling of their name is correct, this shows respect, and you have attention to detail.

Introduce Yourself

You can start with an introduction if it’s the first time you are emailing them. Start the email with a short introduction of who you are. State your name, who you work with or for, and your connection to the person you are emailing. An example would be, “My name is…I work with…I will be contacting you about/when…”. If you don’t introduce yourself, it can be challenging for your contact to understand why you are emailing them and what you want them to do.

Make Your Reason Clear

Next, include a sentence or two about why you are contacting them. A professional email will have an apparent reason or question. You can start the sentence with “I am contacting you because…” and then explain what you need. Add whatever task or email you have to the end of the email so it’s the last thing your audience will read. Your message’s takeaway will be the motivator to do the task or respond with your answer.

Choose Your Sign-Off

Your sign-off, or the end of the email, can be simple. The most common sign-offs are “Thank you” and “Sincerely,” then your name and contact information. Use a pre-made signature with your name, contact information, company name, and your role at the company, with your company logo to look professional.

Proofread Before Sending

Last but not least, proofread your email before sending it. Check for spelling and typos. Once you’ve looked it over, your email is ready to send!

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