Email is a convenient way to communicate with people. But if you're sending emails from work, remember that the tone and quality of your email are both very important. This guide will help you to write a professional email.
Include an informative subject. When you want to write a professional email, it's important to first start with a good subject line. Think of a short phrase that will help your readers quickly understand what the email is about. This will help them to judge the urgency of your email, as well as tell them how to sort the email later. Something like ‘Please remember to purchase your staff barbeque tickets' is a much more professional topic than ‘party'. Try to get across the gist of your email in a succinct subject.
Get to the point. When you start to write your professional email, your first line should state the main reason for the email. Your colleagues don't have time to sift through your chitter-chatter. They're at work, and they just want the important stuff. So get to the point of your email as soon as you can, be brief and re-read your email to ensure you haven't included any unnecessary info. Short and sweet is the way to go with professional emails.
Be specific. Even if you know that everyone is aware of what you mean in your email, a professional email still uses specifics. Include a few sentences to remind your readers of your past discussions. Make sure that everyone is on the same base as a result of your email. Include sentences like ‘as per our meeting last week where we agreed to offer tickets for the staff barbeque at a cost of $5 each....' and so on. This not only has a professional tone, but it is informative and useful to all readers.
Ensure your email looks professional. Too often these days, people send out emails that are a grammatical train wreck. Use your spell check and your own common sense to write an email using proper English grammar and wording. Don't use all capitals or lowercase letters. (You don't want to seem like you're shouting, do you?) Instead, make your email look professional by using proper capitals, lowercase letters and punctuation. Make sure your sentences are proper and make sense. And don't use short forms. (OMG.. I hate it when ppl do this!) Short forms and abbreviations are unprofessional and might as well be Greek to those who aren't up on current internet lingo and acronyms. Just type out the words properly, and save yourself the embarrassment of misunderstandings or future explanations of your poor writing.
Don't forget your manners. Your mother was onto something when she told you to use your manners. It's a respectful way to interact with people, especially in a professional environment. So rather than laying out your orders dictatorially in your emails, throw in a few ‘pleases' and ‘thanks' and so on. Let the tone of your email show that you are appreciative of your readers and that you aren't an evil, bossy colleague.
Re-read your email before you send it. Your email should be error-free before you send it. Give it a quick re-read, and then hit your spell-check button just to double-check. Professional emails read easily because they aren't riddled with mistakes, acronyms, internet lingo, improper grammar or wording, or unnecessary jabbering. If your email doesn't have these problems, then you've written a great email! Sign your professional email with your name and title, and then send it off to your intended readers.