Tips for Composing a Professional Email
Updated: Nov 14, 2018
Don’t leave the subject line empty. Always fill in the subject line. There is nothing worse than an email void of a subject- it just displays a lack of attention to detail and the email may even go unnoticed in a person’s inbox.
Always start with a greeting. Just like a formal letter, a business email requires a friendly introduction followed by the person’s name. “Dear”, “hello” and “good morning/afternoon” are all acceptable, depending on what you prefer. Always make sure the person’s name is spelled correctly.
Introduce yourself. If you’re emailing this person for the first time, it’s polite to introduce who you are, where you work, the reason you’re emailing and if you were referred by someone, mention who.
Get to the point. Be clear and concise about why you’re emailing. When it comes to business emails, the more the information the better, but that doesn’t necessarily translate to more words. Remember that the person you’re emailing may be very busy and likely has many emails to get through, so being very clear, yet polite regarding the reason for reaching out is integral.
Close it up. If you’re hoping for a follow up, or if you will be following up on something mentioned in your email, say so. “I look forward to hearing from you” or “I will call you next week to follow up” or “Please let me know how you wish to proceed after this” are all great ways to tie everything together.
While there’s no simple formula to apply to every single business-related email you send, just keep in mind how hard it is to convey emotion and tone through an email. Unlike texting, (let alone speaking to the person directly) you can’t send emojis to support any level of emotion behind your words, so keep business emails clean, friendly, concise and to an appropriate length. Always proofread and regardless of the situation, from a friendly email to a disgruntled one, always remain professional.