6 steps to writing the perfect professional email
These tips to elevate your email game will ensure you craft excellent electronic letters that will get read and the job done – every time.
Don’t stress, here is how to write the perfect email. Photo: ShutterstockEmails are a crucial part of modern communication, whether for school, work or even contacting a potential employer. Unlike casual messages to friends, crafting a professional letter requires a little more effort. Here are six tips to elevate your writing game – including the specific format to follow – to ensure your emails are given the respect they deserve.
1. Subject line is key
Your email subject line should be concise and informative, grabbing your recipient’s attention. Instead of “Urgent!” or “Help!” try “Request for help on [Assignment Name]”. Or, if you are asking for a meeting, “Meeting Request: [Project Name] – [Date & Time]”.
2. Greetings matter
Always start with a polite greeting. “Hi” is great for friends, but professional emails require slightly more formality. “Dear [Name]” is the standard, but if you do not know the recipient’s name, “Dear Sir/Madam” or “To Whom It May Concern” is acceptable.
3. Keep it concise and clear
Organise your thoughts and give them a clear structure. Start with a brief introduction stating your purpose. Then, get straight to the point. Use short, clear sentences and avoid jargon or too complex language. Utilise bullet points to list important information.
5 productivity tools and note-taking apps to up your study game
4. Attachments
If you are attaching files – like your curriculum vitae (CV) or assignments – mention them in the body of the email. For example, “Please find my CV attached for your review.” This ensures the recipient knows to expect and look for the included files.
5. Proofread, proofread, proofread!
Typos and grammatical errors can make a bad impression. Take a few minutes to review your email before hitting send.
6. End with a polite closing
Conclude with a professional closing like “Sincerely,” “Regards,” or “Best regards.” Always include your full name and contact information.