The most used means of communication is email, and it applies both in and out of your workplace. Many people prefer using email because of its efficiency and speed. Furthermore, it can be used by anyone despite their area of work. You can write a professional email for many reasons, such as sending a letter of introduction, relaying important updates, exchanging information, and recapping an essential meeting. In addition, a well-composed email generates the recipient an actionable, concise, clear, and friendly message. Thus, learning how to write a professional email needs regular practice. Here is an overview of the professional email.
How to Format a Professional Email Message?
The email message needs to be formulated just like a business letter. And it should feature spaces between the paragraphs without grammatical errors and typos, such as:
- Do not consider length for quality – Ensure you keep your email brief and clear
- Avoid long and complicated sentences
- Keep your professional email easy for your recipients to scan your email faster and know the reason you are emailing
- Proofread your email before sending your mail
- In case you might be concerned about typos, you can print out your email draft. Bear in mind that you can easily get grammatical and typo errors on your hard copy than on the screen
Professional Email Example
Subject: Job position Search-Linda Jones
Dear Dr. Chris
I am writing to inquire about applying for a broadcasting position in your media station. This season I will be within your area. I got your number from Dr. Isaac from an institute of communication.
I have a master’s degree in Television Programming production from the Multimedia Institute of Communication. I have worked as a producer in the department of film services as I was finishing my degree.
Furthermore, I am interested in working in your esteemed media organization and learn more from it. Maybe, you can consider scheduling a meeting so that I get familiar with your media company.
Professional Email Examples & Templates
Email message template usually involves email messages you send when searching for jobs. Therefore, you should consider using the professional email template as the guideline to come up with your customized email message to contact your connections and employers. A template for an experienced email includes the email message for your subject line, salutation, first paragraph, and middle paragraph.
Types of Professional Emails and Letters
There are several types of email and letters, such as:
- Follow-up email
- Email to a group of people
- Email to the new contact
Professional email mistakes and how to avoid them
When writing the email, ensure that what you are getting across is clear to your recipient. The aim of a professional email is for you to communicate your request and information quickly. To avoid being vague, ensure you are familiarized with what you need from your recipient and make it clear and precise.
Flagging each email as urgent
A mail platform usually features a flag icon, which you can toggle to make specific emails urgent. The primary mistake that multiple people make when sending professional messages is to mark unnecessary emails as urgent. When you do this, you end up clogging your recipient inbox with emails that are not urgent. Even if you need a quick response, you should not mark your emails as urgent when they are not urgent. This can alienate your recipient instead of motivating them to give you a quick response. Therefore, before making your email urgent, you need to think about the message you are passing across and how vital it is to reach the recipient and influence their action.
Bad subject lines
You do not need a subject that grabs someone’s attention. A typical office receives many emails daily, and your email will also be competing for your recipient’s attention. This means you need to make your subject more appealing by making it precise compared to an average email subject and explain more of what you want in the email.
Sending a professional message to a wrong recipient
Before you send an email, ensure that you confirm you are sending it to the correct recipient. To avoid such a mistake, double your recipient, and this will help you avoid sending professional mail to the wrong recipient.
Unnecessary long emails
Professional messages need to be short and clear. This means each sentence you write should be essential to capture the recipients’ attention and enable them to get your needs in the email. If your message is too short, it can hold the reader’s attention, and when it is too long, it can make the reader lose interest in your mail. Therefore, make sure you use stock phrases to kee9 your things concise as well as clean.
Imperfect grammar as well as spelling
Common mistakes can be pretty irritating when reading a professional email. Grammar and spelling mistakes immediately diminish the professionalism of your email. However, you can carefully prevent this by proofreading your email before sending it to the client. You can also eliminate the grammar and spelling mistakes using the web extension to ensure your mail is professional.
What are the key elements of a professional email?
You must know that several elements help in formatting your professional email. If you are not familiar, check out below:
It is a precise phrase summarizing the goal of your communication. It is appropriate that your email includes the subject line to give the recipient a clue of what you require.
This forms the first line of your email and can also act as a greeting.
The body is where you convey your message.
This is an email line before you indicate your signature; it is where you wrap up your message. In this part, you need to reiterate your requests.
This is the final part of a professional letter. You need to identify yourself by your contact information, such as name, title, and much more important information. It acts as the end of your mail.
With the comprehensive post above, you do not need to experience any problem writing your professional email. Make sure you avoid common mistakes and maintain a professional voice. Bear in mind that a professional email does not require common errors since it can quickly turn off the recipient.