Most people in business use emails as forms of communication with colleagues instead of phone calls, text messages, or Zoom meetings. Hence, learning how to write a professional email should be a priority for anyone. As writing effective emails is a critical skill in the corporate world, joining the workforce will automatically make writing emails one of your daily tasks.
You may be required to send follow-up emails to an employer, business proposition emails to potential investors, or project status update emails to clients. So, it would help if you know how to do it right. Keep reading to learn how to write a professional email and see professional email examples that can serve as your template and guide.
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What Is a Professional Email?
A professional email is an email used for formal communications and business relations. It requires a formal tone rather than an informal one. It’s not like casual emails that allow informal tone and language, idiomatic expressions, emojis, or slang.
What Are the 5 Parts of a Professional Email?
- Subject line. The subject line is the first thing the receiver sees when they open their inbox. Since it serves as a preview of your email, it should briefly state the purpose of your email.
- Salutation. This is where you greet your recipient. It usually contains the term “Dear” followed by the recipient’s first name or last name.
- Body. This is the main part of formal emails where you clearly state why you’re writing. If it’s a job application email, directly mention that you’re applying for a role. You can then include how you found out about the role and why the company should hire you. Close the body with an actionable message like, “I look forward to your favorable response”.
- Sign-off. Here, you bring your email to a close by using lines like, “Best regards”, “Many thanks”, or “Sincerely”. Always remember that your email sign-off line needs to be polite.
- Signature. This follows immediately after your sign-off line. Your email signature consists of your full name, job description, company name, contact details, and any other necessary information you need to add.
How to Write a Professional Email: Beginning and Ending
The beginning of your email is crucial to compelling your recipient to read the entire email. It also lets the reader be open to what you’ll say if you deliver a positive first impression in your introduction. On the other hand, an ending is just as important, as it leads your recipient to take action. Below, we’ll discuss in detail how you should begin and end a professional email.
How to Begin a Professional Email
The key here is to state your email’s purpose right away without sounding intrusive. Always start with a courteous greeting, followed by the purpose of your email. Suppose you’re writing a sales email. To get your reader warmed up, start with a polite salutation, and then in the body’s first line, express that you’re grateful for their continued partnership. After this, you can mention that you’re glad to share your latest offers.
How to End a Professional Email
When you write the ending, your aim should be to give your reader something to remember and act upon. Close your email with a call-to-action or an open-ended question to elicit a response. If we go back to the sales email example, you may end your message with an offer to discuss your offers further through a phone call or in-person meeting. Don’t forget to respectfully close your whole email with an email sign-off, followed by your name and contact details.
How to Write a Professional Email: 5 More Useful Tips
Write a Concise Subject Line
The subject line determines whether or not your recipient opens your email or not. Your subject line then should simply state what your email is all about. Be concise, as you wouldn’t want to intimidate your receiver with a lengthy subject line.
Address Your Recipient Appropriately
Addressing your recipient casually or informally isn’t proper etiquette when writing professional emails. When you send an email, address your recipient appropriately by first name or last name. If you don’t know the recipient’s name, you may address them by the office they occupy, like “Dear RH Partners.” Using “Dear Sir/Madam” also works if you don’t know your recipient’s gender.
Be Polite and Kind
Before anything, remember that your recipient is human. Treating them politely and kindly makes a difference in establishing trust in your email communication. Even if your proposal is rejected, be kind in correspondence. Mind your tone of voice when you write. Don’t type with capital letters or use exclamation marks because your recipient might interpret it as yelling. Use polite words like “please”, “thanks”, and “kindly”.
Keep Your Message Short and Simple
A lengthy email confuses the reader. A well-composed professional email comprises simple sentences to help you get your message across effectively. Avoid using languages that are foreign to your recipient. Write easy-to-read and shorter emails. If you want to convey a long message, it would be better to do it face-to-face.
Proofread Your Email Before Sending
Proofreading entails checking for grammatical errors before publishing a text or, in this case, sending an email. After drafting a professional email, you may want to leave it for a few hours and return to read it or check for errors using Grammarly. Paying careful attention to grammar, syntax, and spelling before hitting send shows your level of professionalism to your recipient.
Professional Email Examples to Help You Land Your Dream Job
Below, you’ll find two professional email examples. The first one shows how to write a cold email for a job application. The second example is a thank you and follow-up email on a job application after an interview.
Professional Email Example 1: Job Application Email
Subject: Application For The Sales Marketer Role
I write to express my interest in the job posting I saw on Career Karma for the position of sales marketer.
I am very knowledgeable when it comes to the said role. I have a master’s degree in sales and marketing and five years of experience working for Gustavo Ltd. In addition to my master’s degree, I also possess soft skills that help run a smooth and successful business.
I am highly creative, and I know how to communicate with employers, coworkers, and customers. I am a team player, and I am motivated to work.
I highly desire to be a part of your company as a sales marketer. It would be an honor to work with you, as I am also numbers-driven and ready to up the numbers at your company. Kindly find my resume attached below. I look forward to hearing from you.
Professional Email Example 2: Post Interview Email
Subject line: Thank You – Sales Marketer Interview
Thank you for speaking with me about the sales marketer role, despite your busy schedule. It was a pleasure speaking with you about the job on Zoom.
I am honored to have received a positive response, and I am excited about the possibility of working at your company as a sales marketer. I am eager to take on the role and begin work.
After our discussion, I am more convinced that this role is for me. I am ready to use my experience and knowledge to increase your company’s numbers through strategic marketing and sales techniques.
"Career Karma entered my life when I needed it most and quickly helped me match with a bootcamp. Two months after graduating, I found my dream job that aligned with my values and goals in life!"
Venus, Software Engineer at Rockbot
Please do not hesitate to contact me if you need more information about my background and experience. I look forward to hearing from you.
How to Use Professional Email Examples to Write Your Own
Professional email examples act as your guide for crafting well-written email messages. They teach you to communicate in a friendly tone while maintaining professionalism. Using these examples as your templates can surely help you write an effective email from start to finish.
How to Write a Professional Email FAQs
Professional email etiquette is the unwritten set of rules for effectively communicating. It involves using all essential parts of an email and using formal email language and a professional tone.
No, a professional email is the same as a business email. People use professional emails for business relations, so it can also be called a business email. It requires using an email address with your company or organization’s domain name. You can either use a free email or buy a domain and create a more professional one.
No, using a personal email address for business makes your brand, business, or company look tacky. An ideal email address used for business should be under your company name to make it look professional.
Yes, numbers are allowed in a professional email address. However, it boils down to how professional you want your brand, organization, or company to be perceived. It’s best to use just your name or company’s name and a domain. Numbers are not necessarily needed.
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