Basics of Writing a Professional Email:

1. Professional Email Address: Ensure your email address is professional-looking, typically including
your first and last name. For example, [email protected].

2. Four Basic Parts of an Email:

- Subject Line
- Greeting
- Email Text
- Closing

Subject Line:
 The subject line should introduce the topic of the email clearly and concisely.
 Poor Example: Subject: Hello / Dear Gerry
 Better Examples: Subject: Requesting a Meeting / Canceling My Order
1. Clear and Concise: should be brief and to the point, summarizing the purpose of the email.
Example: Meeting Request for Quarterly Budget Review
2. Specific and Informative:Include relevant keywords that provide context and help the recipient
understand the content of the email. Ex: Proposal Submission Deadline Extension Request
3. Action-Oriented: to prompt the recipient to take action or respond to the email.
Example: Urgent: Response Needed - Project Status Update
4. Personalized: Address the recipient directly or include specific details related to the recipient or
the email topic. Example: Invitation to Speak at Economics Seminar - Dr. Smith
5. Polite and Professional: Maintain a professional tone and avoid using overly casual language or
symbols. Example: Request for Assistance - Economic Research Project

Greeting:
 Choose a formal greeting that is appropriate for the recipient's position or gender.
 Examples: Dear Professor Azdar, / Dear Members of the Committee,
Ex: 1. Dear [Recipient's Title + Last Name]: someone you don't know well or who holds a
professional title. Formal + respectful. Ex:( Dear Professor Smith, / Dear Mr. Johnson, )
2: Dear [Recipient's First Name]: someone you’ve closer relationship. slightly less formal.
Example: Dear Jane, / Dear Abdullahi, / Dear ... etc,
3. Hello [Recipient's First Name]: someone you’ve close / informal relationship. friendly and
informal. Example: Hello John,
4. To Whom It May Concern: used when you don't know the name of the recipient or when
addressing a group of people. Example: To Whom It May Concern,
5. Greetings for Groups: acknowledge the collective identity or purpose of the group.
Examples: Dear Team, Dear Colleagues, Dear Members of the Committee,

Email Text:
 Keep the email text brief and to the point, focusing on important information.
 Avoid long paragraphs and unnecessary details.
 Ensure proper spelling, grammar, punctuation, and capitalization.
1. Introduction: Start with a polite greeting and introduction that sets the tone for the email.
Example: Dear Dr. Johnson,
2. Purpose Statement: Clearly state the purpose of the email in the opening paragraph to grab
the recipient's attention. Example: I am writing to request your assistance with a research
project I am working on for my economics class.
3. Background Information: Provide any necessary background information or context to
help the recipient understand the purpose of the email. Example: The project focuses on
analyzing the impact of government policies on economic growth in developing countries.
4. Request or Action Items: Clearly outline any requests or action items you have for the
recipient, making it easy for them to understand what you need from them.
Example: I would appreciate it if you could provide me with your insights on the current
economic situation in Somalia.
5. Closing and Call to Action: End the email with a polite closing and a clear call to action,
prompting the recipient to respond or take action if necessary.
Example: Thank you for your time and consideration. I look forward to hearing from you
soon.
Remember to keep the email text concise, relevant, and focused on the main purpose of the
email. Avoid including unnecessary details or information that may confuse or overwhelm
the recipient.

Closing:
 Always add words of thanks or appreciation.
 Keep it short and simple.
 Include your first and last name and any contact information necessary for further
communication.
1. Best regards: used closing in professional emails. It is polite, friendly, and suitable for most
situations. Example: Best regards,
2. Sincerely: It is appropriate for formal emails, especially when you want to convey
seriousness or respect. To expresses sincerity and professionalism. Example: Sincerely,
3. Kind regards: making it suitable for emails where you want to maintain a positive tone.
friendly and warm, Example: Kind regards,
4. Warm regards: is similar to "Kind regards" but adds a slightly warmer and more personal
touch. Example: Warm regards,
5. Yours faithfully: when you don't know the recipient's name or when addressing someone
in a formal or hierarchical position. Example: Yours faithfully,
Capitalization and Punctuation Errors:

1. Punctuation Marks:
- Apostrophe (')
- Exclamation Point (!)
- Commas (,)
- Semicolon (;)
- Quotation Marks (" ")
- Emoticons (e.g., 😊)

2. Examples of Usage:
- Apostrophe for possession: Suzi's laptop
 - Avoid using exclamation points in professional emails.
- Proper use of commas and semicolons for clarity and readability.

3. Avoid Using Emoticons: Emoticons should not be used in professional emails.

4. Period: Always end sentences with a period unless it's a question.

Small Talk Conversations:
 Small talk is important for initiating conversations and building rapport.
 Topics can include work, family, sports, or common interests.
 Always maintain a positive and engaging tone during small talk.

Brief and Clear Communication:

1. Value of Being Brief:

 Stick to the most important elements of your message.
 Eliminate unnecessary words and phrases to keep the message clear and concise.

2. Clarity:
 Use active voice and precise language.
 Organize information logically to enhance clarity.

Writing Effective Subject Lines:

 Keep subject lines brief, clear, and direct.
 Include keywords related to the topic and put important words at the beginning.
 Capitalize important content words and not prepositions.

Introduction and Announcement Emails:

 Introduce yourself or announce new information clearly and positively.
 Provide relevant details in a structured manner.
 Use appropriate language and tone for the purpose of the email (introduction vs.
announcement).

 Subject: Requesting a Meeting

 Dear Professor Azdar,
 I hope this email finds you well. I am writing to request a meeting to discuss
my research project on economic development in Somalia. I believe your
expertise in economic policy could provide valuable insights and guidance.
 The meeting agenda would include discussing the current economic
challenges facing Somalia, potential strategies for sustainable development,
and any research opportunities within the field.
 Please let me know your availability for a meeting next week, and I will
arrange the details accordingly.
 Thank you for your time and consideration.
 Best regards,
Adnan Mohamed Ahmed
Another ex:
Subject Line:
Before: The subject line is the first thing the recipient sees, so it should be clear and concise,
summarizing the purpose of the email. It should grab the reader's attention and give them an idea of
what the email is about.
Subject Line: Requesting Information About Economics Course
After: In this example, the subject line clearly communicates the purpose of the email - to inquire
about an economics course. It is specific and informative, making it easier for the recipient to
understand the content of the email at a glance.

Greeting:
Before: The greeting sets the tone for the email and establishes a connection with the recipient. It
should be appropriate for the level of formality and familiarity with the recipient.
Greeting: Dear Professor Smith,
After: In this example, the greeting "Dear Professor Smith," is formal and respectful, suitable for
addressing a professor. It shows professionalism and acknowledges the recipient's position.

Email Text:
Before: The body of the email should provide the main message or information in a clear and
organized manner. It should be concise, relevant, and focused on the purpose of the email.
Email Text:
Dear Professor Smith,

I hope this email finds you well. I am writing to inquire about the upcoming economics course you
will be teaching next semester. Could you please provide more information about the course
curriculum, schedule, and any prerequisites?

Thank you for your assistance.

Best regards,
Adnan Mohamed Ahmed
After: In this example, the email text is focused on the main message - requesting information
about an economics course. It is concise and polite, clearly stating the purpose of the email and the
specific information being requested.

Closing:
Before: The closing part of the email should leave a positive impression and provide closure to the
communication. It should be polite and include a closing phrase followed by the sender's name.
Closing: Sincerely, Adnan Mohamed Ahmed
After: In this example, the closing "Best regards," is polite and professional. It expresses goodwill
towards the recipient while maintaining formality. Including the sender's full name provides clarity
and professionalism.
This Template Makes Introduction Emails Easier.
Dear [first name],

My name is [your name], and I’m a [job title] who works in [your location]. I’m reaching out because
[reason why you want to speak with this person]. I’d love to learn more about [two or three things
you’d like to learn from the person].

I’m sure you’re busy, so even 20 minutes would be appreciated.

Thanks so much,

[Your name]
Or
Subject: Request for Order Cancellation

Dear [ABC Furniture Customer Service],

I hope this message finds you well.

My name is Kevin Johnson, and I am writing to request the cancellation of an order I placed with
your company last week. The order is for an office chair.

I kindly ask that you process a full refund to my account at your earliest convenience.

Thank you for your prompt attention to this matter.

Warm regards,

Kevin Johnson