Many developments kept taking place with respect to the communication. Various ways and means were implemented for bridging the gap between two people or staying connected with various people. And then an email was introduced as a boon to society. Emails normally are not as formal or warm as letters but they definitely make the bonds firm between people. Read this article to learn how to write a professional Email for Business or Professional growth.
An email is the most popular form of written communication in today’s world. An email is so speedy and efficient that within a fraction of sections the thoughts are conveyed to the end receiver.
An efficiently composed email passes a speedy, warm, clear and approachable message to the receiver. Immediate action is interpreted on receipt of an email.
At times when we are writing official emails, then they need to be clear, precise, professional, presentable and should also convey a positive and effective image of an organization. How to write a professional Email is one of the most demanding art you need to learn for your professional growth.
In an organization, we may be receiving innumerable official mails. We need to identify each mails’ intensity and accordingly we are supposed to reply to each email as per the priorities. So an efficient person firstly identifies the importance of the mail and accordingly replies to all the mails.
The mail we write should be so effective that the recipient should immediately act as per our requirement or immediately be on the toes to fulfill the task assigned by us. The mails we write should be so convincing and they should also display our confidence and knowledge related to the task.
Follow the steps to learn how to write to write a professional email:
- Use a formal tone. The tone and language of the email should be clear,
straightforward yet very cordial. Stop beating around the bush, i.e., be precise but clear. Avoid contractions and abbreviations whenever possible. Remember, full-length phrases often seem more formal. - Write a subject. A subject should always be present for each mail. An email without a subject may be ignored. A subject should be short yet it should convey the message or idea behind writing the mail. Sequencing of the words in a subject should be in such a manner that by just seeing a few words, the reader should be able to identify the reason or purpose of the mail. Ideally, the subject should not be
more than 6 to 8 words.
Examples of the good subject:
HR Meet at 2.00 P.M.
Shipment status
Leave application - Start an email with greetings. Greetings should be cordial and concise. Such as
“Dear Shyam” but if the relationship is only casual then just mention “Hi
Rodrigues” and if you are unaware about the person’s name since you deal with
many persons in the respective team then you may just write “Dear Sir/Madam”.
Some examples of good greetings are:
Good afternoon,
Greetings,
Dear Mr. John,
Mrs. Shah, - Appreciation or thank the recipient. If a person has replied to your email, you should thank him/her by writing “Thank you for your (prompt) reply“. Next in case you are responding to a client’s inquiry then also commence the mail by thanking. The positive approach always pleases the recipient. These kinds of etiquettes are recommended in Business Email writing.
- Clarity, conciseness, and politeness. Nowadays people are falling short of time hence they don’t have time to read lengthy emails. Above all people may find lengthy emails boring and the importance or urgency of the email may be lost if people close down the mail. Time is money hence time saved is appreciated. The body of an email should ideally be split into several paragraphs. You can also use bullet-points for easy readability. Above all, if your email is confusing, rude or really long, the recipient may not respond right away. Eventually, they may forget to reply or even just ignore or delete it. So be sure to get to the point quickly, but not in a rude way.
- Short sentences. The use of short sentences conveys the message easily to the recipient. Many times readers don’t have enough time and patience to read sentences with a lot of commas. It seems to be confusing also. Also note, do not use all capital or all small case letters.
- Paragraphs. Try to make separate paragraphs for each thought or issues you are mentioning in an email. Put spaces between paragraphs. If you don’t do this, you’ll end up with a huge block of text. Separate paragraphs give easy readability and are effective too.
- Use a spell checker. Most email programs have this option, so make sure you use it before sending the email.
- Proofreading. Once you have completed writing an email then you should proofread it. Try to read the text of your email loud. It also helps you understand how your email “flows.” If it’s too long or complicated to read out loud, then you should probably make it shorter and clearer. Before sending an email check for any spelling, grammatical errors. Also if you have mentioned any relevant attachments then make sure that they are attached.
- Conclusion. Once the message has been conveyed to the reader then an email should be closed or concluded in a good manner. You may mention “With warm regards” or to say goodbye, use something like “Thanks,” “See you soon!” or even a brief sentence like “I’m really looking forward to meeting you in person.” Be sure to write/type your name, even if it will be included in your signature. The most common way to close an email is with the word “Sincerely.” It may be a common closing, but it’s an ideal closing.
- Address: Pay attention to the email address you’re using to send an email. In an important official email, it is always necessary to place all the concerned teammates in CC.
You must be well acquainted with the above steps to learn Business Email writing in English, you can be admired by everyone and your emails will be appreciated by all.
You can join our Business English Course to learn how to write a professional Email in English.
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