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Despite the popularity of texting and social media, email is still the most common (and useful) form of written communication in the business and professional world. However, email is also the most commonly abused channel for business communication. More often than not, emails have an angry or impatient tone, giving the impression that the person who wrote it is either snobby or bossy.
Email is a great way to communicate because:
◉ You can communicate with someone even if you are not physically close to each other or well-known to each other.
◉ Professional emails are essential for keeping projects moving, making urgent decisions, and other relevant purposes.
◉ The speed of communication is incredible. You can send and receive emails no matter where you are in the world as long as you have access to the internet.
Brief and direct emails are great examples of professional writing. Time spent writing an email and time spent reading an email will be reduced, thus increasing productivity. It is a skill to write clearly and professionally. And just like any other skill, you need to learn and keep practicing to improve.
When you are learning the fine art of writing professional emails, even if they’re brief, you can spend as much time on them as you would on writing longer emails. That’s because you have to think about everything you are writing, in order to convey all the information you need. With practice, your writing skill will improve and you will be able to get faster and better at it.
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Professional Email Samples
There are many guidelines in making a professional email format
Good professionals recognize the importance of perfection in most things, especially when it comes to communications, like in starting and ending an email with a professional email sign-off. Technology has given us faster means for sending messages through emails.
A bonus to this technology is the ability to edit, enhance, and spell-check your messages. No reason now to compose a poorly written email message, at least in terms of form. The substance of the email is very important, but there are also many rules for writing effective emails.
The uses of e-mails are many, but for the sake of this discussion, let us consider their use in a business environment. The email could be any of the following: a thank you letter, a resignation letter, or a request for a recommendation letter. Always make sure your emails are professional. Be organized, concise, and direct. Here are some guidelines to help you write a good professional email message.
This will contain the objective of your message. Immediately upon reading the email, the reader will be informed of its purpose. Be concise and direct to the point.
This can be used to appeal to the reader’s emotions. Include the full name and title of the person who uses it.
Be brief; only include what is necessary. People do not want to read long messages.
On a work environment, using playful or colorful or ornate fonts makes the reader feel that the sender is not serious or respectful. Bold and italicized text should be used sparingly. A message typed in ALL CAPS comes across as shouting or, worse, as anger. You’ve been warned!
When you are communicating with colleagues in a professional capacity, do not use emoticons. Save them for your personal correspondence.
Spelling and Grammar
Email is not exempt from the need to use proper grammar. Be professional; otherwise, a sloppy message will not be taken seriously. Edit your email carefully before sending it. Impression your recipient with an error-free email message.
A sign-off message should be simple, direct, and polite. For requests made, “Thank you” will suffice. Some would close simply “Respectfully”. That will be fine, too. But adding your name, title and contact information will make your letter look more professional.
Professional Email Template
The importance of making a professional email
It is inevitable for businesses and other similar entities to receive unsolicited, unprofessional emails. Their easy access and the various ways they are dispatched (either leaked or hacked, then leaked) make them a frequent target for hackers. The dark effect on emails is now present everywhere. It is now an issue on the political and economic arena and it is proving to be damaging.
And so it’s important to learn how to start and end a professional email. Consider these factors when using emails as your method of communication:
Learn How to Write a Professional Email
Use the guidelines for a professional email. It’s still a letter but sent differently—but that doesn’t excuse you from following the guidelines: the salutation, the objective, the body, and the closing. Frequently re-read your emails before sending them. Your mood will often dictate how you are feeling about certain topics, so if you are not in the best of moods, wait until you are in a better one to send that email.
Remember that Emails are Impersonal
Emotions tend to show more when people read email, as opposed to formal phone calls or business letters. Emails are generally impersonal. So there should be no excuse for insulting someone in e-mail. Be as polite as possible, and if the content of the email is likely to bother certain people, send it only to those who will respond with equal or greater value.
Keep in Mind
It is the norm for one to not immediately respond to emails. If it were an emergency, one would usually call or text on a mobile instead. In your dealings with emails, do not rush through them—take your time. Haste can lead to unprofessional emails, which are written hastily and carelessly. When you need to wait a day or two for a response to your email, you can first thank the sender and say when you’ll respond.
When emailing a professional, you should be professional. Always use guidelines and do not email hastily, as it would make your emails poorly written. Always remember that you are writing to people who expect professional quality.
How to write a professional email format
The rise of social media has generated dramatic changes in communications, which have made it difficult to distinguish between formal and casual writing. The advent of new applications like Facebook, Twitter, and Google Plus has resulted in people sending more formal communications like professional emails, which are stylized in format and more appropriate than text messaging or posting to social media. The following ten rules can help you communicate better with people in your work environment:
Make Use of Correct Punctuation
Without proper punctuation, the thoughts in your message could turn out confusing. Avoid multiple run-off thoughts without the right punctuations. Always write in complete sentences. You should start each sentence with a capital letter if it is not the first sentence in its paragraph. This also applies to periods, question marks, and ellipses.
Avoid using abbreviations and shorthand when texting
Always spell out words and phrases fully. Don’t assume that your recipient knows what terms such as ASAP or IMO mean. It would be unprofessional not to spell these out. In making emails to maybe your employer or a client, using text shorthand is a no-no. On a professional level, it would leave a bad impression on your practice.
A Conversational Tone Isn’t Appropriate
Being too familiar or too impersonal in email communications is equally problematic. When you’re engaged in new communications for the first time, maintain some restraint. It is critical to be respectful and to avoid informality when on the job because it suggests a lack of professionalism.
Convey Your Message Through Complete Explanations
Be careful not to limit yourself to social media’s “like” and “reply” buttons and other such restrictions. Be creative in your communication, and use sentences of any length you desire. Be sure to address all the issues directly related to the topic, and take your time writing your message or response.
Make Sure to Proofread
Proofread each line of your email carefully. It should be free from typographical errors and look clear and professional to the recipient. If you have some time left, proofread again simply to catch mistakes. You don’t want errors to slip by undetected.
Be Polite and Direct
If your message runs for more than a paragraph or two, find a way to trim it down without losing clarity. It is a good idea to include attachments if they will help you shorten a message. In your communications, it is a good idea to use the words “please” and “thank you”. Use them.
Here are Some More Points for You
◉ Never assume familiarity with people you just met, especially in the workplace. In certain situations, formality is important. In contacting clients or supervisors, you should maintain a formal tone.
◉ As you write your Subject line in an email, be more specific to ensure that your message is clearly communicated.
◉ In your message’s body, begin with the most critical idea. Your grant or fellowship application is not a movie, so your reader won’t be compelled to read to the end by the promise of an unexpected twist.
◉ It is important to surround yourself with people who are positive and inspiring. Text speak, though playful and convenient, have no place in business emails. LOL, BTW, WUWT should be avoided in business emails. Even if you use these, how sure can you be that your recipient would understand them? PLZ, avoid using text speak lingo in business communications.
◉ Always proofread your message before sending it. For email messages that require prompt replies, you need to send a response as soon as possible. However, some materials may not be available when the sender requests them. Return to the sender with an explanation of the delay and an expected time frame for fulfilling the request.
Remember that designing your e-mail messages should stick to professional standards. Always pay attention to form and substance in your messages, especially those directed to superiors or clients.
Free Professional Email Templates
How to Write an Effective Professional Email
When writing your professional email format, you will need to know how to do it correctly. Here are some helpful tips to guide you through the process. These tips will be helpful whether you are new to writing emails or have already been doing it for some time.
Start Your Email with a Greeting
The word “dear” is the most commonly used term of affection in a message. Subject lines in business email follow a formal and informal format. Typically, if your relationship with the recipient is strictly business, you will need to include the entire name of the person.
Express Gratitude to the Recipient
The body of an introductory letter should thank the recipient for her request. Thank you for contacting the XYZ Businesses. If you have any questions, please feel free to call us. Or perhaps if one has replied to your email, thank him for his prompt reply.
Thanking the reader will put him or her at ease and make you appear more polite. Thank you notes are not required when you initiate a conversation.
Follow with the Purpose of Your Email
Going to the main text of your message too soon is like putting the cart before the horse. People tend to get annoyed when they receive long emails, so make your sentences short. Of course, you still need to pay attention to your grammar, spelling and punctuation. Remember that your letter represents a professional image of your company and by extension you as an individual.
The Come Your Closing Remarks
It is polite and customary to end your essay by thanking the reader again. The most common sentence used in such communications: “Thank you for your consideration,” is the simplest one. Add closing remarks like “Thanks for reading”.