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How to write professional emails in 5 easy steps

Sep 7, 2019, 3:18 pm

Businesses are going online, and all the business proceedings are now handled on digital platforms. Gone are the days when corporate companies used to send letters to their clients for business proposals. Emails have seamlessly replaced traditional letters by offering an electronic medium to communicate. Businesses can now get in touch instantly irrespective of their geographical location. 

More than a medium to send out the required messages, the email also determines the professionalism of a business. Getting an appropriately formatted email, adding all the relevant information, addressing the receiver, and concluding with a warm greeting, everything counts as a matter of credibility in the corporate world. Emails work as a marketing tool that helps in reaching out to the clients and targeted audience via informative details regarding the business.

While there are tools such as that can help you curate a professional email, there are some crucial steps that need to be followed while writing a professional email. 

Without further ado, let’s learn how to write a professional email in 5 easy steps.

Identify your goal

Before you write an email, ask yourself what you want the recipient to do after they’ve read it. Once you’ve determined the purpose of your email, you can ensure everything you include in your message supports this action. For example, if you want the recipient to review a report you’ve attached, let them know what the report is, why you need them to review it, what sort of feedback you need and when you need the task completed.

Keep it concise

Your audience might have little time to read through your email, so make it as brief as possible without leaving out key information. Try not to address too many subjects at once as this can make your message lengthy, challenging to read and difficult to take action on. When editing your email, take out any information that’s irrelevant to the topic you’re addressing. Use short, simple sentences by removing filler words and extraneous information. This will make your note shorter and easier to read.

Proofread your email

An error-free email demonstrates diligence and professionalism. Before you send an email, take a moment to check for any spelling, grammar or syntax errors. Also, double-check to ensure you’ve included any attachments you may have referenced in your message. If it is an important email to critical stakeholders, you might ask your direct supervisor or a trusted colleague to read over it before you send it.

Use proper etiquette

Include a courteous greeting and closing to sound friendly and polite. Additionally, be considerate of the recipient and their time. For example, unless it’s an emergency, avoid emailing a contact asking for something after-hours or while they’re on leave.

Remember to follow up

Most people receive several emails per day, so they might miss or forget to respond to your message. If the recipient hasn’t replied within two working days, consider reaching back out with a friendly follow-up email.

Emails are one of the crucial business tools, without which we cannot possibly imagine today’s business scenario. Writing emails proficiently develops a sense of credibility and professionalism for the business. Hence, it is vital to learn how an email can be written most effectively and professionally. Follow the above-mentioned steps whenever you are writing an email.

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