How to Write a Professional Email???

Communication through email has been the go-to medium to exchange meeting specifics, project
plans and generic day-to-day work-related information. With the increased digitization of
companies, emailing has become all the more widespread for employees to stay informed. Learning
the art of writing a professional email helps you set a lasting impression of your work etiquettes,
including how effectively you communicate. In this article, we discuss more about emails, including
how to write a professional email, and share some tips for writing effective emails.

How do you start a professional email?

Starting a professional email entails greeting the recipient, ideally with their position of
responsibility or the company name on the receiving end. After you have greeted them
professionally, immediately explain the reason for writing this email. The reason could be a mere
response, an invitation, an update or even the opportunity to include a colleague in the
conversation. It is most common to use Dear Mr Karan, Dear Sir/Madam

or

To whom it may concern at the start. Make sure to stay consistent in the manner you address the
recipient.

Is there a format for writing a professional email?

Writing a professional email comes with a universally accepted email format that can help you write
an email that the recipient receives well. It is important to be concise so the recipient can keep their
attention on your email and understand the reasons you have for writing. If you require them to
take any kind of action in your email, place a call to action (CTA) phrase at the end of your email.

Some examples of CTAs include

 Let's schedule a call to discuss further,

 Please share your opinions on this email
 I request you to send me a revised document of the same.

How to write a professional email?

Writing a professional email must not only account for the body of the email, but also the tonality
you maintain. Here is how to write a professional email:

1. Start with an interesting subject line

The subject line is a short message that is displayed before the contents of the email are visible in
the inbox. It summarizes the intention of your email in usually seven to eight words. Moreover, a
subject line helps the recipient to quickly identify your email in their inbox. For example, Minutes
from today's meeting or Update on developments on the XYZ project.

2. Give greetings
Ideally, you must include the recipient's name if you are aware of it. If not, then a sir/madame would
do. If you are struggling to abide by a gender-neutral approach, then in the case of women, prefix
their name with a Ms. Most importantly, irrespective of the recipient's gender, add a comma at the
end of the greetings line. For example, Dear Ms Jessy or Dear Mr Arjun.

3. Write the core email body

This section holds the key information that requires the recipient's focus. Write a detailed, yet
succinct, message that describes your intention. It is imperative to be mindful of the time your
reader may need to understand the intention of the email. For example, This email is in reference to
my job application at Fine Foods International. I have received my interview results and I'm glad to
embrace this opportunity.

4. Include a closing line

The closing line is usually where you can place a call to action or inform the reader of the next steps.
Consider ways to avoid forcing them to respond to you. Instead, write your line in such a way that
they feel inspired or motivated to act. A best practise is to find ways to continue the conversation,
whether that is through email or in person. For example, we can chat about this on-call tomorrow
afternoon. or If you could update me on this I would really appreciate it.

5. End with a signature

Being the very last section of your email, the signature maintains a sense of neutral authority and
professionalism. It usually includes your complete present professional identification by name, job
position, company name, phone number and possibly, an alternative email address for you. Ensure
that you begin your signature with Sincerely or Best regards.

For example:

Best regards,

Raj Shahi

Junior HR Manager

Buzz Games Ltd.

6. Proofread your email

Double-check the tone of voice of your email. Establish a neutral tone that helps the reader
concentrate and craft a reply that you are expecting. An email that is free of spelling and
grammatical errors is easier for others to read and comprehend, meaning you may be more likely to
receive a response. Aside from spelling and grammar, it is important that your email has a high
readability, meaning the recipient can understand your communication.

4 tips for writing a great professional email

These four tips prove valuable when writing a professional email:

1. Identify your audience

Stay aware of your audience while writing an email. If you use unfamiliar terminologies when
emailing somebody who is not from your industry or department, make sure you also explain in
simpler words what those complex terminologies mean. Similarly, keep an even-handed tone when
emailing a professional that you have never been introduced formally to. Finally, figure out if the
goal of your email is met once you review it.

2. Write incisively

Eliminate any information that is irrelevant to the intention of your email. You may confuse the
reader and they can lose focus on the action you are requesting them to take. The more consistently
you stay with the topic you are addressing, the more efficient the transfer of information between
the two of you can be. Remember, always value the time of your readers so they see your
correspondence as favourable.

3. Keep it simple

If you can communicate a message in one or two sentences, do so. In some cases, there may not be
a need for a lengthier email to share your point. Even if you are sending an email to someone of
higher authority, a succinct email can save them time and effort in understanding your intentions.
Consider sharing your email Moreover, if you're creating a highly confidential email to send to a
person of much higher responsibility, get into the habit of running it through a colleague till you're
confident.

4. Showcase your professional etiquette

There are few better digital mediums to make a statement of your work ethics than emails.
Everything from the subject line, greetings, core body and the closing line can radiate a professional
image at its finest. To top it up, don't send emails during their non-working hours and ask for
something that occupies their free time. Only if it's an emergency that you think the recipient may
resonate with, must you disturb them.