Did you know that the average American worker receives over 126 emails every day? Professional emails have become an essential part of communication in the workplace. But, if you’re not careful, your emails can easily sound too casual or even rude.
When it comes to professional email writing, there are a few things that you need to keep in mind to make a good impression. Below are seven professional email writing tips that will help you impress anyone.
1. Be Respectful and Polite
When writing professional emails, it’s essential to remember that the person on the other end is a human being, not just a faceless entity. Being respectful and polite will make the person on the other end of your email more likely to read and respond.
Here are a few tips for being respectful and polite in your professional emails:
- Use a formal tone, even if you know the person well
- Address the person by their title (e.g., Mr./Mrs. Lastname)
- Use “please” and “thank you”
- Avoid using slang or informal language
- Make sure your grammar and spelling are correct
- Keep your email brief and to the point
Professional emails can be a great way to build relationships with clients, colleagues, and other professionals. When you’re respectful and polite, the person on the receiving end of your email will appreciate it. And who knows, they may even be more likely to do business with you in the future.
2. Keep Your Emails Concise
Nobody wants to read a long-winded email that could have been said in just a few sentences. Keeping your message concise will help you avoid overwhelming them or losing their attention. You can do this by:
- Using short and easy-to-read paragraphs
- Breaking up your text with line breaks and headings
- Including images or other visual aids
- Staying focused on the main message of your email
Keeping your email brief means avoiding going off tangents or including unnecessary details. When writing an email, always ask yourself if the information you’re providing is relevant to the recipient. If it’s not, leave it out!
3. Proofread Before Sending
Typos and grammatical errors can make you look unprofessional and sloppy. Before hitting send, take a few minutes to proofread your email and fix any mistakes. Below are tips to proofread your email before sending it:
- Make sure the contact’s name is spelled correctly
- Check your tone
- Make sure you’ll be understood
- Check for clarity
- Watch out for wordiness
Failure to proofread your email can lead to miscommunication. You may also send the email to the wrong recipient or make a mistake in the content. Proofreading will help ensure that your email is error-free and looks professional. Check out this site for tips on how to edit your texts and emails.
4. Use Greetings at the Beginning and End of Your Email
When writing a professional email, it’s important to begin and end it with a greeting. This shows the recipient that you respect them and are taking the time to communicate with them politely.
When writing an email, it’s important to include a salutation at the beginning. This shows respect for the recipient and helps to create a more personal connection.
You can use a standard greeting such as “Hello,” or be more personal and use the recipient’s name. If you don’t know the recipient’s name, you can use a formal title such as “Mr.” or “Mrs.”
There are different ways to say goodbye at the end of an email, depending on how well you know the person. If you’re on a first-name basis, use “Sincerely” or “Best” followed by your name.
If you don’t know the person well, or if you’re communicating with someone in a professional capacity, it’s best to use a more formal closing such as “Yours truly” or “Best regards.”
5. Write Great Subjects
One of the most important parts of your email is the subject. It needs to be catchy and interesting so that the recipient will want to open it immediately. You also don’t want to mislead or confuse the reader with a subject that has nothing to do with the actual email content.
A great email subject is direct. It also hints at what the email is about without giving away too much information.
6. Always Use a Signature
When you’re writing a professional email, always use a signature. A signature shows the recipient that you are a professional and that they can trust you. It also helps to build your brand and make it more recognizable.
Your signature should include your name, job title, company name, and contact information. You can also include a link to your website or social media profile.
Make sure to always use the same signature for all of your emails, and update it whenever you change your contact information or business address.
7. Name Your Attachments Properly
Email attachments help you communicate specific information and send files to the recipient. Use the correct file format for your attachment and name them properly. This will make sure that the recipient knows what they are opening and can save them time locating the document.
In the subject line, list the type of attachment and the file name. For example: “PDF – Budget Plan.pdf”
In the body of the email, include a brief description of the attachment. For example: “The budget plan for next year is attached.”
If you have multiple attachments, list them in order and indicate how many there are. For example: “PDFs – Budget Plan, Vendor List, Staff Salaries.zip (three files).”
Follow the Above Professional Email Writing Tips
When emailing a colleague or client, remember to mind your manners. By following the professional email writing tips above, you can write a polished and professional email that will make a great impression.
If you’re looking for more tips on how to improve your business writing skills, check out other posts on our website.
