No matter your industry, job title, or years in a profession, you will need to write a professional email. However, writing a professional email shouldn’t be something that you quickly cross off your to-do list. It should be something that you do correctly to make a strong impression, convey the appropriate message, or to receive a certain opportunity.
Here are a few things you should consider when writing a professional email.
Choose a specific subject line
Your subject line should convey the message you want to give. It should be something that tells the recipient exactly what they can expect in the body of the email. While you can write a generic subject line, like “Thank you,” you should also strive to include some details to help differentiate your emails from many others in an inbox. A few great subject lines include:
- Thank you for the Sales Manager interview
- Interested in your research on the neighborhood project
- Can I schedule a meeting to discuss my concerns?
Address the recipient
Would you walk into your manager’s office and immediately state your demands? You likely wouldn’t get the respect you desire. By addressing the recipient, you are showing respect. If you know the individual’s name, you want to include that in your greeting. This gives your email a personalized touch and makes the individual more willing to take your email seriously. If you don’t know the first name, use the individual’s title.
Be direct
There is no need to include a lot of fluff in your emails. When writing a professional email, remember that many individuals receive dozens of emails every single day. This means you want to be direct with your message. However, you also don’t want to be too rude and demanding. There are several words and punctuation marks that may hurt your credibility and appear offensive in the email. These include:
- Any swear word or crude remark
- Exclamation points
- You (in the context of “You did something wrong”)
- Me (In the context of “I’m the most important … me, me, me”
Keep the email short
When writing, you want to keep the length of the email in mind. Emails that are too long will cause the reader to quickly browse it and not grasp all of the important details. If you need to create a lengthy email, it is best to request a phone conversation with the individual to discuss the information. This is also a sign of respect for the recipient’s time.
Proofread
Take the time to proofread every email you send. You not only want to look through the context of the email and ensure it makes sense and is respectful, but you also want to look for grammatical errors as well. Even the smallest error can change the meaning of a sentence and can make it appear offensive or confuse the recipient. Plus, when there are mistakes, it can require more back and forth to help clear up the situation.
Writing a professional email should take some thought and should not be something you try to rush through. By being more aware and taking your time, you will have more success with these messages and you’ll make a strong impression on those you are trying to reach.
