People see professionals as a cut above regular society. Not only are they better educated, better paid, and dress better, but they are also expected to write in a professional manner that is a cut above everyone else.
It is not easy being a professional, and when you write professional e-mails, the content, the format, and the style are expected to be the best. To learn how to write professional e-mails, just continue to read our article. It provides you with the training you need to know, so you do a good job.
What Is a Professional Email?
A professional e-mail differs from a regular one by the content, the purpose, the style of writing, and the way the e-mail is structured. The writing is not friendly but business-like, personal greetings and comments are absent, and the purpose is for business reasons, not personal ones.
Other than that, the professional e-mail is just like a regular one in that you are communicating with someone on business or professional matters. These communications may be private and contain sensitive information.
They are not sent from personal e-mail addresses but from professional or business ones. Their tone is a cut above the ‘hi, how are you…’ personal e-mails and stick to business purposes.
Professional Email Examples
How to Format a Professional Email Message
This is not a hard task to perform. It is similar to writing a personal e-mail without using all the personal terminology. You would use business-like wording in a business format when writing your content. Use a hard copy business letter as an example to follow.
- Write a good subject line- this should hold the purpose of the e-mail so the receiver understands why it was sent to them
- Write a formal greeting- the word ‘Dear’ followed by the proper title should be used along with the person’s last name.
- The body of the e-mail- this should hold your name, why you are writing them and a short thank you paragraph at the end
- A formal sign off- the word ‘sincerely’ is best when you are not sure what word you should use.
- Your name- type your name after the ending and underneath it put your title, address, and contact information.
Mistakes to avoid in a Professional Email
A lot of people think that they know how to write a professional e-mail. It is not as simple as it sounds. They add in a lot of things that are best left out of their e-mail. Here are some things to avoid doing when you write yours:
- Writing a bad subject line- use capitals only when called for, don’t be vague, not everything is urgent, and keep it short
- Improper greetings- this can happen a lot in this world of disrespect. Make sure to use the proper accepted greeting, not one that may be trending
- Improper length- do not write a lot when a little will do and do not write a little when a lot is required. Find the right length for the e-mail’s purpose
- Failure to use spell check- always double-check spelling and grammar
- Use the wrong tone- leave out your emotions, use hyperlinks not URLs, forget emoticons and abbreviations, and do not use unnecessary words
- Failing to proofread- make sure there are no mistakes and that the sentences are coherent, easy to read, and understand. Look for errors.
A few tips to remember
Having a few tips to guide your writing should make it easier for you to spot any mistakes you accidentally put in your e-mail:
- Length does not equal quality – being too wordy can bore the other person and they will not read what you wrote. When you need to be, keep it brief, to the point, and have clarity
- Use the K.I.S.S. principle – Keep it simple, stupid. Avoid using long, complicated sentences. If your reader doesn’t understand what you wrote, they won’t know what you are talking about and respond poorly.
- Proofread – this cannot be emphasized enough. If you can’t see the mistakes get another person to help you do this.
- Make the e-mail scannable – use bullet points if applicable and other methods that allow the reader to scan the e-mail and get the gist of the content
- Don’t forget any attachments – this can be embarrassing when you leave them out of the e-mail
Technically, a professional e-mail is just like a professional business letter. Write the former in the same manner as the latter and you should be fine. Always be polite, courteous and use the right business words and format.