How to Write an Email Professionally- Basic Points Format Explained

How to Write an Email Professionally- Basic Points Format Explained How to Write an Email Professionally- Basic Points Format6 min read Read ­ing Time: 5 min ­utesHow to write an email pro ­fes ­sion ­al ­ly and why is this ques ­tion so impor ­tant? To begin with, we all know that our pro ­fes ­sion ­al life begins and ends with send ­ing a pro ­fes ­sion ­al email. For job-seek ­ers, this is the first oppor ­tu ­ni ­ty to leave a good impres ­sion on recruiters. Now, if you are some ­one already with a job then you must be aware that in today’s cor ­po ­rate world all kinds of com ­mu ­ni ­ca ­tion are done via emails. You like it or not, you will have to write emails every now and then. Unfor ­tu ­nate ­ly, not every ­one is a pro in writ ­ing emails but the good news is that writ ­ing an email is not rock ­et sci ­ence and so any ­one can learn how to write an email pro ­fes ­sion ­al ­ly and mas ­ter it with some prac ­tice. So, are you one of those who often get uncom ­fort ­able with the ques ­tion “how to write an email?” Here, we’ll help you get famil ­iar with all the nit ­ty-grit ­ty of email mes ­sage writ ­ing. You will real ­ize how easy is it to write an email pro ­fes ­sion ­al ­ly by the time you would reach the end of the arti ­cle. Let’s walk you through the for ­mat of an email plus oth ­er things you should keep in mind while writ ­ing it. Also, find sim ­i ­lar blogs with sam ­ples, tips, for ­mat for email writ ­ing: Best Apol ­o ­gy Let ­ter For ­mat, Tips Sam ­ples | Write a Per ­fect Apol ­o ­gy Good ­bye Email for Col ­leagues | Bid Adieu Per ­fect ­ly Com ­plaint Let ­ter For ­mat Sam ­ples | Easy to Fol ­low Guide Expe ­ri ­ence Let ­ter For ­mat, Sam ­ple Com ­po ­nents Job Appli ­ca ­tion Let ­ter â€" 4 Min Read for Per ­fect Appli ­ca ­tion Let ­ter Sick Leave Appli ­ca ­tion Let ­ter: For ­mat Sam ­ples 1. Points To Remember While Writing Email Think It Through Be it a busi ­ness email, or any oth ­er email, one should not do any ­thing with ­out a plan. First ­ly, along with fig ­ur ­ing how to write an email, you should also focus on why and what to write in the email. It is very impor ­tant as your email will dis ­play your ideas, thoughts, and opin ­ions. Addi ­tion ­al ­ly, it should not be mean ­ing ­less. The Purpose Why do you have to write this email? First, be clear on pur ­pose. It is nec ­es ­sary to have a clear under ­stand ­ing as the whole email is based on that. Be it about job open ­ings, giv ­ing or accept ­ing a pro ­mo ­tion, shar ­ing new poli ­cies with cowork ­ers or resign ­ing from the posi ­tion, it has to be pur ­pose-dri ­ven. In light of that, you can’t afford to make any mis ­take in your pro ­fes ­sion ­al mail and that is what makes it imper ­a ­tive for every pro ­fes ­sion ­al to know how to write an email pro ­fes ­sion ­al ­ly. Who Is The Recipient? Well, that is the ques ­tion you should def ­i ­nite ­ly not ignore. Are you writ ­ing to a busy per ­son? Well, then you may want your email to be crisp and straight. If you are writ ­ing to some ­one for the first time you bet ­ter pro ­vide more con ­text for them to under ­stand the mat ­ter clear ­ly. Text Formatting The font choice of your email is also impor ­tant when you are send ­ing apro ­fes ­sion ­al email. While the mod ­ern email plat ­forms allow you to incor ­po ­rate many dif ­fer ­ent styles of text fonts in your email, it is best to stick with a stan ­dard read ­able font like Times New Roman or Geor ­gia. Avoid fonts like Com ­ic Sans, Bradley Hand, Brush Script. It is bet ­ter to stay away from any such hand ­writ ­ten or brush fonts. Your email needs to be easy on the eyes. Hence, if you go with a weird font for your email, it might not be eas ­i ­ly read ­able or even sup ­port ­ed by some oth ­er email plat ­forms. It is bet ­ter to main ­tain con ­sis ­ten ­cy through ­out your email and stick to one style of font. How ­ev ­er, if you must use more than one font don’t go for any more than two fonts in your email. Too many fonts may even make your for ­mal email less read ­able and casu ­al. Now after this we can pro ­ceed to under ­stand the for ­mat of an email. 2. Format of An Email Meaningful Subject line If you don’t want your email to be ignored by the recip ­i ­ent, you bet ­ter have an attrac ­tive and mean ­ing ­ful sub ­ject line. If you are writ ­ing to some ­one who receives hun ­dreds of emails on a dai ­ly basis then the impor ­tance of a clear and brief sub ­ject line increas ­es even more. This is the first thing the recip ­i ­ent notices about your email. If you have a good sub ­ject line then the chances of get ­ting your mail opened increase. Begin with A Greeting Start your email with a greet ­ing. It is count ­ed as good and impor ­tant email eti ­quette. You can begin with “Dear [First name of the recip ­i ­ent]” or if you don’t the per ­son per ­son ­al ­ly, you can address them as Dear [Last name of the recip ­i ­ent]. More ­over, if you don’t know the name of the per ­son you are writ ­ing to, you can sim ­ply address it as “Dear sir/ma’am” Along with the recip ­i ­en ­t’s name, the focus should also be giv ­en to gram ­mat ­i ­cal per ­fec ­tion. The best for ­mal way of end ­ing the salu ­ta ­tion in the Eng ­lish lan ­guage is with a colon eg. “Dear Mr. Smith:”. Your Introduction What’s the next step? Well, after greet ­ing the recip ­i ­ent, pro ­ceed with giv ­ing your intro ­duc ­tion. Lim ­it your intro ­duc ­tion to one sen ­tence or two. By intro ­duc ­ing your ­self and shar ­ing your work expe ­ri ­ence, you are let ­ting the recip ­i ­ent know who are they are talk ­ing to. Many would argue that men ­tion ­ing your name in the intro ­duc ­tion will sound repet ­i ­tive as the name is already there in an email address but con ­trary to all the beliefs it is seen that the recip ­i ­ent tends to remem ­ber the name longer if it is includ ­ed in the intro ­duc ­tion. Explore more about How To Turn Your “Tell Me About Your ­self” From Blah to Fan ­tas ­tic Your Purpose The pur ­pose should be made clear right in the begin ­ning. Peo ­ple usu ­al ­ly write emails with one of these two pur ­pos ­es, first ­ly, to inquire about some ­thing or sec ­ond ­ly, to let the recip ­i ­ent know what do you want them to do next. For exam ­ple, “I am writ ­ing to inquire about the meet ­ing we had about your next project” or “I am writ ­ing in response to an invi ­ta ­tion……..” While stat ­ing the pur ­pose just make sure it does not look rude. Meaning Avoid usage of words caus ­ing ambi ­gu ­i ­ty. Keep the mes ­sage con ­cise and clear. Keep the mes ­sage sim ­ple by let ­ting the recip ­i ­ent know what do you want from them. It would be bet ­ter if you write the email in bul ­lets as that will make it look more pro ­fes ­sion ­al and read ­able. Keeping It Short Respect the recip ­i ­en ­t’s time and keep the email as short as pos ­si ­ble. Stick only to the impor ­tant infor ­ma ­tion and steer away from beat ­ing around the bush. No one likes to read a lengthy pro ­fes ­sion ­al email. The Closing Remarks Put an end to your mes ­sage by mak ­ing a state ­ment about what you await from them. That is to say, this is the time you ask them to take some action, for instance, “Please find attached my resume. I am look ­ing for ­ward to hear ­ing from you soon.” Use a Professional Sign-Off Last but not the least, end your email with a pro ­fes ­sion ­al sign off. An email is a pro ­fes ­sion ­al means of com ­mu ­ni ­ca ­tion. So when you send the email, write a pro ­fes ­sion ­al sign off over a cre ­ative one: Best regards Respect ­ful ­ly Yours tru ­ly Sin ­cere ­ly Kind regards Again, the punc ­tu ­a ­tion after the sign-off depends on the lan ­guage rule too. You may also use an email sig ­na ­ture at the end. Also, don’t for ­get to dou ­ble-check and read your email before hit ­ting the send but ­ton. Make sure your con ­tact infor ­ma ­tion, the cc and bcc field are cor ­rect before you sched ­ule emails to send out. Fresh ­ers, are you look ­ing for a job oppor ­tu ­ni ­ty? Click here to find the most promis ­ing jobs in the indus ­try. format of an emailhow to write an emailhow to write an email professionally