How to write a professional email

Writing an email is a commonly used method in the workplace. Email is a fast and efficient way to communicate in every industry and role. There are several reasons you may need to write an official email, including summarise discussion in an important meeting, sharing information or provide an update.

Sharpening your communication

Before you communicate anything, answer these three questions:

1. What do I want to people to know

2. What do I want them to feel (Emotions moves people to action)

3. What do you want them to do? (If they can't define it, they can't do it.)

A well-written email provides the recipient with a concise, clear and actionable message. Learning to write an effective email is a critical skill and takes practice. You can follow these tips to guide you:

1. Determine the best method for communicating - The best communication method is dependent of your relationship with the person and the message you want to convey, For example, a phone call may sometimes build stronger relationships, or a team chat may be more convenient. Before you write an email, make sure this is the best method of communicating your message.

2. Identify the purpose of your email - Before you write an official email, make sure you know what you want the recipient to do once they have read your email. Identifying the purpose assists you with knowing what you need to include in your email to ensure your email achieves its goal. For example, if you need the recipient to review a report you have attached to the email, make sure your email explains what the report is, why they need to review it, the type of feedback you need and when you need them to provide you with feedback.

3. Think about your audience. - When you write an email, your tone must match your audience. For example, when you email an executive manager you have not met, ensure the email is polished and contains no informal language or jokes. In contrast, when you email a colleague you have known for a while and have a good relationship with, you can use a friendlier and more informal tone when you write an email to them.

4. Be concise. ...Sometimes your audience may be busy with little time to read email. Keep your email brief while making sure it contains critical information. After you have written your email, reread it and remove any irrelevant information and filler words. Your email needs to focus on only one or two items at a time to avoid it being unfocused and lengthy. It is easier for recipients to take action if the email is straightforward and easy to read.

5. Proofread your email. ...An effective email needs to be error-free as this shows professionalism and diligence. Before sending your email, take a few minutes to reread it to check for syntax, spelling or grammar errors. Also, make sure you have attached the documents you refer to in the email. If you email critical stakeholders, ask your manager or a trusted colleague to read it before you send it.

6. Follow proper business etiquette. ...Start and end your email with a courteous greeting to show professionalism and to be polite. Always respect the recipient's time. For example, show your respect for the recipient's time by not sending emails after hours, while they are on leave or over weekends.

7. Always follow-up. ...Most people receive multiple emails daily, and the recipient may forget to respond to you or even miss your email. Therefore, it's best to reach out to them with a follow-up email if they have not replied within two working days.

Components of a formal email

You need to ensure that you structure and format every email you write correctly. When writing an email, consider these five components of an effective email:

1. Subject line

The subject line is a few words explaining the purpose of your email. The subject line is crucial as it shows the recipient what to expect, and it helps them find your email when they want to respond to it later. An example of a good email subject line is:

"Follow Up: Review of Marketing Report".

2. Salutation

The salutation is the first line of your email and is usually a greeting. Here is an example of a salutation:

"Good morning Mr Smith,".

3. Introduction

If you have never met the recipient, it is best to introduce yourself first. However, if it is someone you have met before, you don't need an introduction. Here is an example of an introduction in a formal email:

"My name is Ben Jordan. I am the operations manager at ABC Manufacturing in London."

4. Body

The body of an email contains the message of the email. Here is an example of the body of an email:

"Thank you for attending the presentation of the quarterly marketing report this morning. I have attached the marketing report for you to share with your team members. Please let me know when you're available to discuss the report."

5. Conclusion

Your email ends with a conclusion, which is typically the last line of your email before your signature. The closing's purpose is to wrap up the message in your email. However, you can also use the conclusion to reiterate any requests or essential information from the body of your email. For example:

"I look forward to discussing your comments on the marketing report on Friday. Thanks again!"

6. Signature

Your signature follows the conclusion of your email. You need to identify yourself by your name and title. You can also provide your contact number in your signature. Most email applications can automatically add your fixed signature to each email you send. Here is an example of a proper email signature:

"Sincerely,

Samantha Brown

Senior Marketing Manager

Masterful Marketing"

Examples of effective emails

These are three examples of effective emails:

1. Email to a new contact

Subject Line: Application Development Contract Opportunity

Dear Anna,

I hope this message finds you well. I am managing the development of an application for a research project here at Masterful Marketing. Mr Peters recommended you as a suitable candidate to assist us in this project.

I am looking for a skilled researcher to analyse multiple sets of marketing data from June to December. We estimate it will require between 20 to 30 hours per week. You can work remotely, but you can also work at our offices if you need office facilities.

Please let me know if you are interested in working with us on this project. Then, we can set up a meeting to discuss the project and the expectations in further detail. I look forward to hearing from you.

Sincerely,

Samantha Brown

Senior Marketing Manager

Masterful Marketing

2. Email to a group

Subject Line: Cancellation of the Tuesday Strategy Meeting

Hi team,

I apologise for the late notice. Unfortunately, I have cancelled the strategy meeting scheduled for tomorrow morning.

I am sure you will appreciate the extra time to finalise your month-end reports. Our next meeting will then be at our regularly scheduled time next Tuesday.

Thanks,

Maria Chambers

Chief Operating Officer

3. Follow-up email

Subject Line: Re: Availability for Introductory Meeting

Dear Kate,

I am following up with you about the date for your meeting with Mr Saleem. Please let me know whether May 10 or May 12 works better for your schedule.

Thank you!

Alexander Moore

Executive Assistant ABC Company

Here are writing tips to help you improve your email writing:

• Punctuation is important: Proper punctuation in email is essential as it helps to ensure that your communication is effective.

• Avoid using emoticons: You can use emoticons for personal emails to friends and family, but they're best avoided in professional emails.

• Font styles: Always use one simple and easy-to-read font for professional communication. Use capital, bold and italic letters sparingly as it can make an email look cluttered.

• Avoid robotic language: Add a personal touch to your professional emails by adding quick pleasantries. An example of politeness is: "I hope this email finds you well".

Reference Link: https://uk.indeed.com/career-advice/career-development/how-to-write-professional-email