Scribd
Upload
269 views

How To Write Professional Email

This document provides guidance on properly formatting and writing professional emails. It discusses including paragraphs separated by blank lines or indents, using descriptive subject lines, avoiding emoticons, including standard greetings/closings and signatures. It then analyzes sample student emails, identifying issues like lack of formatting, wording problems, and lack of politeness. The document suggests being more considerate of others' time by sending requests well in advance of deadlines and including pleasantries.

Uploaded by

Manuel Parga
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
269 views

How To Write Professional Email

This document provides guidance on properly formatting and writing professional emails. It discusses including paragraphs separated by blank lines or indents, using descriptive subject lines, avoiding emoticons, including standard greetings/closings and signatures. It then analyzes sample student emails, identifying issues like lack of formatting, wording problems, and lack of politeness. The document suggests being more considerate of others' time by sending requests well in advance of deadlines and including pleasantries.

Uploaded by

Manuel Parga
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 4

WritingProfessionalEmails

Formatting
Inemail,asinregularwriting,sentencesshouldbegroupedintoparagraphs.Youcanindenteach
one5spacesorjustskipalinebetweenparagraphs.Donotstarteachsentenceonanewline!
Content
Usethesubjectlineintheheaderoftheemailtobrieflydescribewhatisinyouremail.Good
examplesofsubjectsareENG103assignmentattached,arequestfromJohnDoe,or
questionaboutclass(ENG103).
Emoticonsaregenerallybestleftout.^_^Useyourwords,especiallyadjectives.
Emailsarelikeletters:theyshouldcontainagreetingorsalutation,anopeningorintroduction,a
bodyinwhichyouexplainthepurposeforwriting,aconclusion,andaclosing.
Names
IfyournameappearsinanonRomancharacterset,youwillwanttostateyourfullnameinthe
email,butprobablynotinthesubjectline.Youcanintroduceyourselfinthefirstlineofthefirst
paragraph:ThisisMinhee.Andbesuretosignyourfullnameatthebottomintheform
FirstNameLastName:MinheeKim.Youcanprogramyouremailtosigneverymessagewithan
electronicsignaturethatincludesyourfullnameandtitleorcontactinformation,ifyoudlike.
ProfessorsshouldbeaddressedasEITHER:
Prof.LastnameORDr.LastnameORFirstname(sometimes)
ProfessorsarereferredtoasNEITHER:
Prof.FirstnameNORLastnameNORFirstname(usually)
Analyzethefollowingrealemailsfromstudentsforformatting,content,andpoliteness:
Email#1:Howcouldyouimprovetheformattingandwordingofthisemail?
from
to:JuliaDoe<[email protected]>
date: Mon,Dec10,2010at4:00PM
subject: today'sclass
DearJulie
Hi.ThisisJanos.
Iprobablywon'tbeabletoattendtoday'sclassandthursday'sclass.
Butifmyabsentityisnotenough,Iwilltaketimetodaytogotoclass.
Couldyouinformmeincase?
Sorrytotakeyourtime,butIthinkI'mrunningoutoftimetofinishmyreporttomycompany...
BestRegards
Janos

Email#2:Howcouldyouimprovetheseshortemails?
from:@sas.upenn.edu
to:JuliaDeak<[email protected]>
date:Thu,Oct9,2008at9:00AM
subject: Hi,thisisNoah.
IamNoah.I'dliketohandintheessayofunit2.
Attachedisthefile.Pleasereceiveit.
Seeyoutomorrow^^
Noah

From:@sas.upenn.edu
To:[email protected]
Date:February26,2011
Subject:statementofpurpose
HiMeredith,

I have been working for couple of week at my statement of purpose.


Finally I completed. Could you check my statement purpose and my
resume. I want to apply University of Wisconsin Law School but the
deadline is March 1 so I really need them tomorrow. I am sorry I am
late.
Thanks,
Semra

From:@sas.upenn.edu
To:[email protected]
Date:February9,2010
Subject:Shamma

Hi Meredith ,
I reviwe the passion essay , can you accept it and check it ?
thank,
Shamma

Comparetheseemails.Find3problemswith#3.Thensayhow#4and#5aremorepolite.
Email#3:
DearDoe,
IamapplyingforasummerinstituteandIneedarecommendationletter.Thedeadlineis
tomorrow.Couldyoupleasewriteoneforme?Iamattachingtheformbelow.
Thankyou!
Mysincerely,
Jun
Email#4(written2monthsbeforedeadline):
Dear Julia,
How is your life in Seattle? I have not seen you for a long long time. I hope everything goes well
with you.
This is my second year for TESOL program. As I have been working as a research assistant for
Prof. Perfecto and Prof. Bien, I am more and more interested in doing research, therefore, I plan
to apply for the Ph. D. program at GSE. However, many of the professors that have taught me
cannot write a recommendation letter because they are the members of the committee. I was
wondering could you write a recommendation letter for me? I do understand if you cannot since I
know you are very busy. I hope you understand.
I will e-mail my SOP, transcript and resume to you if you can write a letter for me. Thank you
very much. I look forward to your response. Have a good weekend!
Sincerely,
Fanny

Email#5:
DearJuliaandEllen,
Ihopeyouarebothdoingwell.IamcurrentlyinChile,whereIhavecometolivefortheyear
beforereturningtogradschoolinthestatestogetaMasters(hopefullyinbilingualeducation!).I
amlookingforEnglishteachingjobstohelppaymywaythroughmystayhere,thoughIhave
mostlycometoperfectmySpanishandgettoknowmymom'scountry.Ihadaninterviewwith
aninstitutecalledCentrodeCapacitacinenIdiomas,andthedirectorhasaskedforaletterof
recommendation.IknowweonlyinteractedalittlebitduringtheTESOLworkshop,butIwould
greatlyappreciateifoneofyoumightwriteabrieflettercommentingonmypotentialasan
Englishteacher.IamresendingthematerialsIsubmittedfortheworkshop,andwouldbehappy
tosendyouothermaterials(resume,etc)ifnecessary.Thereisnorushonthissincefolksin

ChileareonvacationuntilmidFebruary.Pleaseletmeknowifoneofyoumightbeableto
writearecommendation.Iapologizeforsendingthisduringvacationtime.Thankyouvery
much!
Igreatlyappreciateyourhelp.Happy2009!
Allthebest,
Maria

You might also like