One of the most widely used forms of communication both inside and out of a workplace is an email. Given the efficiency and the speed of an email, you are likely to use it in some capacity irrespective of your job profile. There is a plethora of reasons for writing a professional email. Some of the reasons for which emails are written include – requiring a recap of the meeting, relaying an important update discussed in the meeting, exchanging vital information or sending out a letter of introduction.
Siddhi, who works with TopAssignmentExperts and gets multiple do my accounting homework requests, says that every well composed email must provide the recipient with a concise, friendly, clear and an actionable message. To be able to write an email which caters to whole of this criterion can take you a lot of practice. However, to help you get started, we have come up with few tips on writing a professional email.
Steps to write your professional email
In case you don’t know how to get started, here we are listing down five steps to help you craft a professional email.
Identify your goal
Shivam who works with TFTH and offers assignment help Australia states that before you begin writing an email, you must ask yourself, what do you want the recipient to do after the email that has been sent. After the purpose of the email has been determined, you must ensure that everything that you include in the body of the email, supports the action.
For instance, if your goal is to make the recipient review the report that you have attached with your email, let them know what your report is all about and why do you want them to review this report. In addition to it, you must offer them clarity on the type of feedback you need and by when do you want the task to be completed.
Use proper etiquette
All your emails must have a courteous greeting and a closing. This sounds polite and considerate. Also, please ensure that you keep in mind the time when you are sending out an email to someone. Unless it is an emergency, you should avoid sending an email to a contact while they are on a leave or after office hours.
Consider your audience
Sudhanshu who works with EssayWriter4U which is a great platform to buy custom college essays says that the tone of the message of your email must match your audience. For instance, if you are writing your email to a business executive who you have never met in the past, you must keep your email polished. It must be without any informalities or jokes. On the other hand, if you are writing to a colleague with whom you already share a great relationship, you can use a less formal and a friendlier approach.
Keep it concise
You must always try and keep your email as brief as possible. However, this in no way means that you have to compromise on the crucial information. Do not address too many subjects in one go. This might make your message lengthy and challenging. It might even make it hard for the recipient to take the action as desired. So, whenever you are editing your email, pick out all the useless information and remove it. You must always use short and simple sentences by removing all the extra information and filler words. This will make your email shorter and easier to read.
Proofread your email
Your email must be error free. It will not only demonstrate diligence but also professionalism. So, before you send out an email you must spare a moment and read through it. It will help you check for syntax errors, spelling and grammar. Double check the email to ensure that you have included the attachment which you have referred in the body of the email.
Don’t forget to follow up
Aamna Shareef who works with PaperDoers and offers research paper writing service states that people receive and send out a lot of emails in a day. Amidst this, they might often miss or forget replying back to your email. So, if your recipient hasn’t replied back in two working days, you can consider writing a fresh follow up e-mail.
Email format
The format of an email is as important as the body of the email. So, here we have come up with five primary elements that you need to consider when you format your email.
Subject line
You all know what a subject is. It is a short phrase or a line which will give a summary of the email you are writing or the goal of your communication. So, when you are writing a professional email to the audience, you have to include a subject line. Samneet Dhingra who took a financial modeling course from TrumpLearning says that subject is important so your audience already knows what this email is about.
For instance – “Fixing a meeting for Budget Presentation”
Salutation
This will be the first line of the body of your email and has to be a greeting like Hello, Mr. Singh, or Hi, Ms. Aditi.
Body
This is the part where you’ll write the complete message of your email. You can include questions, queries, remarks, feedback, and everything else.
Closing
This has to be the last line of your email right before your signature. Gagan who did an excellent SemRush Review at DTC states that this should wrap up your email. You can even reiterate any requests made in the body here. For instance, “Looking forward for an early reply, Thanks!”
Signature
Last comes the signature where you identify yourself by your name, title and other related information that can be used by the recipient to communicate with you. You can have a fixed signature saved so that it is automatically added at the end of your email.
For instance:
“Sincerely
Amit Shah
Senior Software Engineer
XYZ Company, Inc.”