How To Write a Professional Email in 6 Steps | Indeed.com

Six steps for writing professional emails · 1. Identify your goal · 2. Consider your audience · 3. Keep it concise · 4. Proofread your email · 5. Use proper ... 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CareerGuideFindingajobResumes&coverlettersResumes&coverlettersarticlesResumesamplesCoverlettersamplesInterviewingPay&salaryCareerdevelopmentCareerdevelopmentarticlesStartinganewjobCareerpathsCareerdevelopmentHowToWriteaProfessionalEmailin6StepsHowToWriteaProfessionalEmailin6StepsByIndeedEditorialTeamUpdatedJuly8,2022|PublishedNovember2,2018UpdatedJuly8,2022PublishedNovember2,2018TwitterLinkedInFacebookEmailCopytoClipboardRelated:EmailEtiquette:TipsForProfessionalCommunicationintheWorkplaceYou'lllearnthebestemailetiquettetipsfortheworkplaceincludinghowtoschedulemeetingsandwhattodowhenyoudon'tknowhowtorespondtoanemail!Emailisoneofthemostwidelyusedformsofcommunicationbothinandoutoftheworkplace.Becauseofitsspeedandefficiency,youwilllikelyuseemailinsomecapacitynomatteryourroleorindustry.Youcanwriteprofessionalemailsforavarietyofreasons.Forexample,youmightneedtorecapanimportantmeeting,exchangeinformation,relayanimportantupdate,orsendaletterofintroduction.Awell-composedemailprovidestherecipientwithafriendly,clear,conciseandactionablemessage.Learninghowtowriteanemailthatmeetsallofthesecriteriacantakepractice.Considerthefollowingtipsandbestpracticestohelpyouwriteeffective,professionalemails:Identifyyourgoal,consideryouraudience,keepitconcise,proofreadyouremail,useproperetiquetteandremembertofollowup.Related:HowtoEndanEmailSixstepsforwritingprofessionalemailsImagedescriptionProfessionalEmailFormatSubjectlineSalutationBodyClosingSignatureBestpractices:Identifyyourgoal,consideryouraudience,keepitconcise,proofreadyouremail,useproperetiquetteandremembertofollowup.Ifyou’renotsurehowtostartanemail,thesefivestepscanhelpyoucraftaprofessionalmessage:1.IdentifyyourgoalBeforeyouwriteanemail,askyourselfwhatyouwanttherecipienttodoafterthey’vereadit.Onceyou’vedeterminedthepurposeofyouremail,youcanensureeverythingyouincludeinyourmessagesupportsthisaction.Forexample,ifyouwanttherecipienttoreviewareportyou’veattached,letthemknowwhatthereportis,whyyouneedthemtoreviewit,whatsortoffeedbackyouneedandwhenyouneedthetaskcompleted. 2.ConsideryouraudienceWhenyoucomposeanemailmessage,makesureyourtonematchesyouraudience.Forexample,ifyou’reemailingabusinessexecutiveyou’venevermet,keeptheemailpolishedandfreeofanyjokesorinformalities.Ontheotherhand,ifyou’reemailingacolleaguewithwhomyouhaveagoodrelationship,youmightusealessformal,morefriendlyapproach.3.KeepitconciseYouraudiencemighthavelittletimetoreadthroughyouremail,somakeitasbriefaspossiblewithoutleavingoutkeyinformation.Trynottoaddresstoomanysubjectsatonceasthiscanmakeyourmessagelengthy,challengingtoreadanddifficulttotakeactionon.Wheneditingyouremail,takeoutanyinformationthat’sirrelevanttothetopicyou’readdressing.Useshort,simplesentencesbyremovingfillerwordsandextraneousinformation.Thiswillmakeyournoteshorterandeasiertoread.4.ProofreadyouremailAnerror-freeemaildemonstratesdiligenceandprofessionalism.Beforeyousendanemail,takeamomenttocheckforanyspelling,grammarorsyntaxerrors.Also,double-checktoensureyou’veincludedanyattachmentsyoumayhavereferencedinyourmessage.Ifitisanimportantemailtocriticalstakeholders,youmightaskyourdirectsupervisororatrustedcolleaguetoreadoveritbeforeyousendit.Related:27ProofreadingTipsThatWillImproveYourResume5.UseproperetiquetteIncludeacourteousgreetingandclosingtosoundfriendlyandpolite.Additionally,beconsiderateoftherecipientandtheirtime.Forexample,unlessit’sanemergency,avoidemailingacontactaskingforsomethingafter-hoursorwhilethey’reonleave.6.RemembertofollowupMostpeoplereceiveseveralemailsperday,sotheymightmissorforgettorespondtoyourmessage.Iftherecipienthasn’trepliedwithintwoworkingdays,considerreachingbackoutwithafriendlyfollow-upemail.Related:20WaystoStartanEmailFormatandstructureofformalemailTherearefiveelementstoconsiderwhenformattingyouremail.Hereisabreakdownofeach:1.SubjectlineThisisashortphrasethatsummarizesthereasonforyourmessageorthegoalofyourcommunication.Itisimportanttoincludeasubjectlinewhensendingaprofessionalemailsoyouraudienceknowsexactlywhattoexpectandisabletolocatethemessageeasilyifneeded.Forexample:“FollowUp:ProductPresentation”2.SalutationThisisthefirstlineofyouremailandgenerallyactsasthegreeting.Forexample:“HiMr.Samson,"3.BodyJustlikethebodyofaletter,thisiswhereyou’llshareyourfullmessage.Forexample:“Thankyouforattendingthenewproductpresentationthisafternoon.I’veattachedavideofileofthefullrecordingsoyoucanshareitwithyourteam.Pleaseletmeknowifyouhaveanyquestions.”4.ClosingThisisthelastlineofyouremailbeforeyoursignatureandshouldwrapupyourmessage.Thisisalsowhereyoumayreiterateanyrequestsyou’vemadeinthebodyofyourmessage.Forexample:“IlookforwardtospeakingwithyouonWednesday.Thanksagain!”5.SignatureThesignatureiswhereyouidentifyyourselfbyname,titleandanyotherinformationrelevanttoyourcommunications.Mostemailprogramsallowyoutosetafixedsignaturethat’sautomaticallyaddedtotheendofeveryemailyousend.“Sincerely,JillianJonesSeniorSoftwareEngineerABCCompany,Inc.”Related:GuidetoWritingaBusinessEmailExamplesofprofessionalemailsHerearethreeexamplesofprofessionalemails:1.EmailtoanewcontactSubjectLine:UXResearchContractOpportunityHelloAmal,Ihopethismessagefindsyouwell.I’mreachingouttodaybecauseI’mmanaginganapplicationredesignprojecthereatABCCompanyandseekingaskilledUXresearchcontractortohelpanalyzeseveralsetsofusabilitytestingdata.Thisisathree-monthprojectbeginningFebruary1st,andweestimateitwilltakeroughly15hoursperweek.Allworkcanbecompletedremotely,butyou’rewelcometouseourworkspace.Pleaseletmeknowifyou’reinterestedinthisprojectandwecansetupsometimetodiscussthedetailsfurther.Ilookforwardtohearingfromyou.Sincerely,AlanGotoUserExperienceDirectorABCCompany,Inc.Related:Top11EmailEtiquetteRulestoFollowforProfessionalCommunication2.EmailtoagroupSubjectLine:MarketingMeetingCanceledHiteam,Themarketingstrategymeetingscheduledforthisafternoonhasbeencanceled.Iapologizeforthelatenotice,butIknoweveryonewillwelcometheextratimebackintheirday.WewillreconveneatourregularlyscheduledtimenextWednesday.Thanks,GretchenVanBurenSeniorMarketingManagerRelated:Guide:OutofOfficeEmailMessages(WithExamples)3.Follow-upemailSubjectLine:Re:AvailabilityforIntroductoryMeetingHiElizabeth,IjustwantedtocheckbackinregardingthedateforyourmeetingwithMr.Al-Jamil.JustletmeknowwhetherJune5orJune6worksbetterforyourschedule.Thankyou!AdamMooreExecutiveAssistant123CompanyWhetheryou’reenteringtheworkforceforthefirsttimeorjustlookingtoimproveyourelectroniccommunicationskills,learninghowtowriteaprofessionalemailisacriticalskill.Byusingtheabovetipsandexamplestoguideyouremailefforts,you’llbecomposingeffectivemessagesinnotime.Related:HowtoWriteProfessionalEmails(WithTemplates)Exploremorearticles19AssetManagementToolsYouCanUseforYourCompanyWhenandHowToFindtheMean(WithExamples)WhatIsaNullHypothesis?(Definitions,ExamplesandFAQs)ECPM:Definition,ImportanceandHowToCalculateIsGradSchoolWorthIt?13RentalPropertySoftwareToConsider(PlusBenefits)HowToIncreaseaBrand'sDigitalPresenceBrandMessagevs.SalesMessage:DefinitionsandDifferencesLogovs.Brand:DefinitionsandEssentialDifferencesHowToFindEmployeesforOpenJobs(WithImportanceandTips)HowToWriteaCaptivatingHow-ToSpeechHowToThinkCritically:7WaysToImproveYourSkills