Scribd
Upload
452 views

How To Write A Perfect Professional Email in English in 5 Steps

This document outlines 5 steps to write a perfect professional email in English: 1. Begin with a greeting such as "Dear [name]" and use formal titles if appropriate. 2. Thank the recipient if replying or responding to an inquiry or question. 3. State the purpose or reason for the email clearly and concisely in the first few sentences. 4. Add polite closing remarks and offer to address any questions before signing off. 5. End with an appropriate closing such as "Best regards" along with your name.

Uploaded by

Jhonny Criollo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
452 views

How To Write A Perfect Professional Email in English in 5 Steps

This document outlines 5 steps to write a perfect professional email in English: 1. Begin with a greeting such as "Dear [name]" and use formal titles if appropriate. 2. Thank the recipient if replying or responding to an inquiry or question. 3. State the purpose or reason for the email clearly and concisely in the first few sentences. 4. Add polite closing remarks and offer to address any questions before signing off. 5. End with an appropriate closing such as "Best regards" along with your name.

Uploaded by

Jhonny Criollo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 4

How to write a perfect professional email in English

in 5 steps

Wil

For most of us, email is the most common form of business communication so it’s important to get it right.
Although emails usually aren’t as formal as letters, they still need to be professional to present a good image of
you and your company.

How to write a formal email


Follow these five simple steps to make sure your English emails are perfectly professional.

1. Begin with a greeting


2. Thank the recipient
3. State your purpose
4. Add your closing remarks
5. End with a closing

Download our free ebook: “Everyday English Vocabulary” – 38 pages which points useful words and
English phrases to help you have a better understanding of what’s going on around you.

1. 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 (eg. “Dear Mrs. Price”). If the relationship is more casual, you can simply
say, “Hi Kelly”. If you don’t know the name of the person you are writing to, use: “To whom it may
concern” or “Dear Sir/Madam”.
2. Thank the recipient

If you are replying to a client’s inquiry, you should begin with a line of thanks. For example, if someone
has a question about your company, you can say, “Thank you for contacting ABC Company”. If
someone has replied to one of your emails, be sure to say, “Thank you for your prompt reply” or
“Thanks for getting back to me”. Thanking the reader puts him or her at ease, and it will make you
appear more polite.

3. State your purpose

If you are starting the email communication, it may be impossible to include a line of thanks. Instead,
begin by stating your purpose. For example, “I am writing to enquire about …” or “I am writing in
reference to …”.

Make your purpose clear early on in the email, and then move into the main text of your email. Remember,
people want to read emails quickly, so keep your sentences short and clear. You’ll also need to pay careful
attention to grammar, spelling and punctuation so that you present a professional image of yourself and
your company.

4. Add your closing remarks

Before you end your email, it’s 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, don’t hesitate
to let me know” and “I look forward to hearing from you”.

5. End with a closing

The last step is to include an appropriate closing with your name. “Best regards”, “Sincerely”, and
“Thank you” are all professional. Avoid closings such as “Best wishes” or “Cheers” unless you are
good friends with the reader. Finally, before you hit the send button, review and spell check your email
one more time to make sure it’s truly perfect!

REFERENCE:

https://englishlive.ef.com/blog/career-english/write-perfect-professional-email-english-5-steps/

You might also like