Tips on Writing a Professional Email

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With professionals depending more on technology to run their business, clear and concise online communication is critical. Who wants to receive an email from someone who does not use proper etiquette, sounds unprofessional or that you can’t even figure out what they are trying to say? It will turn you off right away and also make the person or business look bad.

When I got to college, I panicked. Writing emails to my professors was my first attempt at writing professional emails. I wasn’t sure how to word my email, without coming across as if I am talking to one of my friends and I wanted them to take me seriously.

When I was applying for my first job, the posting stated to email your resume directly to the manager. I couldn’t just attach the email and call it a day. I had to provide a cover letter, providing background about myself and I wanted to stand out! What I wrote in that email could essentially dictate whether or not I got the job.

So I want to share 5 tips I think are important when writing a professional email because believe me, writing professional emails won’t stop when you graduate college.  You will use this skill all your life.  Always:

  1. Provide a subject
    • Make sure the subject is clear, if you are inviting them to a meeting, put the date, time, etc.
    • Keep it short and specific
    • Don’t use broad phrases such as, “Important information” or “Help!” state in the subject line what you need, for example, “List of Student Parking Lots” or “Error logging in to D2L.”
  2. Lead with a greeting prior to the person’s name
    • Begin by saying “Dear _____” or “Hello _____.” (“Hi” is considered non-professional)
    • Don’t just write their name, it’s too direct. This is the first way to show that you see them as a professional.
    • Make sure to take note of the person’s professional status (prof. or Dr.)
  3. Include the reason for your email in your first 2 sentences followed by a call to action
    • Explain why you are emailing them, whether it is an issue they need to fix, information they need to know, etc.
    • Provide a response date, so they will respond when you need the information
    • Follow with what you want them to do. “Let me know if you have any comments or concerns…” helps with getting an answer back. Also, “Please advise” is another way to say you require help.
  4. Say “please” and “thank you”
    • Being polite goes a long way in the real world and that shouldn’t stop in an email.
    • Say “please” if you are asking them to do something.
    • Always say “thank you”, even if it’s just for the time they took reading the email.
  5. Include a signature
    • Make sure the signature contains your name and how to contact you
    • Adding your email address may be an unnecessary step because they can just hit reply and answer you; instead include your phone number and maybe a link to your LinkedIn account.

Before hitting send ALWAYS check your grammar and spelling, and don’t forget to proofread so you don’t miss any mistakes!

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