Image of a boy using a laptop to write a professional email

Need to write a professional email but don’t how to do it? No worries as we are here to guide you. For sure, this is not an easy task and calls for a lot of strategic planning to be done in an effective way. You can learn to write an email (with all the required professionalism) if you just pay attention to the tips we are going to give you.

Read this article to find out how you shape your language and structure your content to write a professional email without any hassle.

●    Use Formal Language

This is the basic requirement for writing a professional email. The writing style you adopt has a greater impact on the reader. Therefore, you must use formal language to write the email.

Formal language means that your wording should be clear and appropriate for the target audience. There shouldn’t be any colloquial terms such as slang. Plus, you should avoid the use of personal pronouns, verbal phrases, and complex idioms.

It is important to make sure that your choice of words and syntactic structures are effective enough to inform, engage, and persuade your reader. Thus, you must sound crystal-clear with a completely formal use of language.

In short, you need to write your email in a very impersonal, objective, and concise way. This will save you from being too personal and communicate with absolute professionalism.

●    Maintain a Polite Attitude

Even if you are using formal language, there must be politeness in it. Your words should never sound rude or show any disrespect to the reader.

The words you choose to deliver your message maintain its tone (that must be positive). Thus, you need to be careful with your words. There shouldn’t be any phrase or statement in your email that resonates with the idea that you are inconsiderate of the reader’s concerns.

Politeness is an integral element of language we use to communicate in society. It becomes more important when we talk on a professional level. It makes it easier for us to connect and cooperate with the other person.

In short, we can easily convey our message if we maintain a polite attitude in our writing.

●    Write an Ultra-specific Subject

The subject of your email must be “to-the-point” or else the receiver will not even bother to open it, let alone read it.

There’s another reason why you need to write a crystal-clear subject. The subject highlights the basic intent of the email, it will help to  so it can confuse the reader if it is not well-defined.

For instance, you are applying for a job and need to send your resume. You must specify in your email’s subject for what position you are applying for. This is important to highlight why you are sending this email and why the receiver should go through it.

Even if you send an email to any of your seniors, colleagues, or regular clients, the subject must be ultra-specific. This will help them to clearly understand your intention behind sending the email.

●    Start With a Cheerful Greeting

The greeting part of the email is very important as it contributes to making your tone polite. Anyhow, you need to make sure that it doesn’t sound informal.

The way you greet your reader must be completely formal. There are certain phrases that are used as greeting in the professional emails such as “Hi”, “Dear”, “I hope you are doing well”, “it is a great pleasure to connect with you”, “I am reaching out to you because”, etc.

It would be better if you call the reader by their name while greeting them. For instance, you can write “Hi, Mike”. In case it is not appropriate to call by the person’s name then you can use their job title in the email.

Whatever greeting phrase you use, just make sure that it sounds cheerful without any informalities.

●    Make Your Point Clearly

No one likes to read an email that contain unnecessary information. The reader is left confused and bored if the email doesn’t clearly highlight the main point.

Just like the subject, the body of your email should be well-written especially in terms of semantic accuracy. There shouldn’t be any baffling or additional details. Everything should be precisely and briefly explained.

All the body paragraphs of the email should be properly structured, making it easier for the reader to go through them.

Most importantly, you need to get straight to the facts, without wasting the reader’s time. Just as you begin your email, make sure to talk about what’s important, leaving out the rest for later.

●    Keep it Simple and Brief

Just as your email should highlight the intent in a a clear manner, it should be short as well. Your email should be simple and brief enough so that the reader can easily read it (without getting confused). There shouldn’t be any baffling or fluffing.

In case, there’s a variety of information to include in your email then you can use bullet points to sort it properly. Do not write your email in lengthy paragraphs, make sure to segment your information in the form of short passages.

Try not to discuss anything additional as the reader might get bored of it, leaving it halfway while reading could be a disturbing thing for growing your Online Business. There should be barely 3-5 lines in each passage.

●    Be Careful About the Typography

The typography has a greater impact on how the reader perceives your email. It is important to ensure the legibility of the text and make it look appealing.

The very first thing you should be cautious about is the way you use your fonts. The capitalization should be consistent and there shouldn’t by any mistype word in your email.

Take into account that the font size, style, and color you choose must correspond to each other and appropriate enough to make your email completely professionally.

Moreover, how your words are placed and arranged in the email’s text is also important. Thus, you need to pay special attention to how you structure your content.

You can use an online editpad to write your emails more effectively. This will help you to edit and modify your text, making it more readable and compelling. Whether you need to change the fonts or arrange your text in a more structured way, it will have you all-covered.

●    Send Only Requested Attachments

Never overload your email with unnecessary attachments. You should carefully understand your receiver’s requirements and then accordingly send the required files.

In case you are reaching out to someone for the first time then you should send only those files that are extremely important for your reader to go through. If you send anything additional then it might upset the reader, reducing your chance to get a positive response.

Moreover, you should be careful about the format and size which you share the attachments. It shouldn’t be larger than average and must be in a format that can be viewed on all devices. 

●    Don’t Forget the Sign-off

Just as your opening sentence (greeting) is important, the closure of your email (sign-off) is also significant. The way you end your email shouldn’t be too friendly, it will help to get more engaged links.

You should restrain from using informal terms such as “bye!”, “see ya”, etc. Try to use completely formal and polite words to close your email in an appropriate way.

You can use phrases like “looking forward to hearing back from you”, “it was good connecting with you”, “thank you for your time and consideration”, “I am grateful to you”, etc.

Other than this, you shouldn’t forget to include “thank you” or “regards” at the end of your email. You may use “your sincerely” when writing a senior.

●    Proofread Twice Before Sending It

Even if you do your best, there can be a variety of mistakes in your email’s content. This is why it is better to proofread before sending it.

You must read your email over and over again to ensure that it is perfectly crafted. You need to proofread not only for the language choice or structure, but for the grammatical, spelling, and punctuation mistakes as well. There shouldn’t be any writing errors in your email, or else it will badly affect your professionalism.

Proofread it at least twice so that you can confirm your email is completely professional (free from any errors).

Conclusion

In order to write a professional email, you need to be careful about the language you use to convey your message. You must sound formal, clear, and polite, making it easier for the receiver to understand your intent. Moreover, the format of your email should also be properly structured: the subject should be ultra-specific, the email must start with a good greeting, the body must be free from additional details, and the closing must be appropriate as well. Most importantly, there shouldn’t be any grammatical and typography errors. Everything should be in place to ensure the professionalism.