How to Write Professional Emails

How do you write emails that stand out from thousands of others? An email says a lot about you; learn to write them effectively. The number of emails we receive daily is overwhelming and unless an email catches our attention, chances are we will never read them.

Here are ten essential tips on how to write professional emails:

1. Begin your email with a greeting. Example: Dear, Hello, Good afternoon, etc.

2. Make sure that the subject line refers to the topic of your email. We tend to read the subject line first and if it is not specific, we usually never read it again or it gets placed in a folder the reader never gets to.

3. Start your email with a salutation. I have seen emails with no salutation and it looks unprofessional and insincere. What works in business or personal letters will work in emails.

4. Never start your message with an ambiguous agenda. Specify what it is that you are trying to accomplish within the email. For instance, I am writing to you about a project…you should identify which project and not use something broad.

5. Professional writing discourages the use of jargons, acronyms, or abbreviations only you can understand. The same applies for email writing. Nowadays, emails have a global reach. What maybe easily understood in the U.S. may not be the case in foreign countries and or people from different cultural backgrounds than you.

6. When attaching large files, make sure you highlight the important parts of the document(s) so the reader does not have to search for it. Another strategy is to copy and paste the important aspects of the document without sending the entire thing as an attachment.

7. Discuss as much as you can why you are sending a person an email. This should be addressed early in your email.

8. Do not forget to sign your email. Signatures like “Thank You,” and “Sincerely” are classic examples and are always professional.

9. Proofread your message before sending. Many people tend to write emails without observing proper punctuation and capitalization.

10. Use spell check before sending your message out.