Nowadays, sending letters is almost extinct. But they are still circulating in professional work. Instead, there are emails! But at the professional level, just knowing to create an email account is not enough to do email transactions like a real professional. Some professional things go beyond that. These are the tips we teach you how to email professionally.
1. A signature
The signature on an email is the name, position, and other details that fall below at the end of the email. You can fix it by going to the settings in the emails. Is it necessary? Yes. Having a signature makes it look professional. But the signature should be simple, pleasing to the eye, and have the essentials. It does not matter if you have your name, position, company and company logo, phone number, email address, or mailing address.
2. Email professionally by quick response
There is no rule like you should reply quickly as you can to an email. But waiting for weeks to reply to an email also indicates that you are not professional. It would be great if you could send a reply within a day after getting an email. But there is no way to reply to some emails immediately. Either we haven’t got the answer we need to send it yet. Or the facts required to send a reply have not been prepared yet. Even at such a time, send a reply to that email saying, ‘We will send you a reply on the matter soon, thank you.’ It shows that you are very professional.
3. Be Thankful
Do you maintain good etiquette in real life? Simply put, do you say words like ‘Please’ or ‘Thank you’ often in day-to-day life? Using such words in an email is not only a sign of good manners but also a sign of being professional. Using such words in an email is not only a sign of good manners but also a sign of being professional. It is better if you can reply with a ‘Thank you’ after getting an email. If you ask for any help in an email, there should be a thanking phrase like, ‘Thanks in advance’ at the end of the email. Always be polite when you write a professional email.
4. Don’t ever use slang when email professionally!
When sending a professional email to an office or any institution, we need to think a little about the language we use. There has to be politeness. Must be able to articulate the point clearly and concisely. It should be meaningful. Sometimes an email sent to someone within a team in the office can be a little casual. It doesn’t matter. But even if such an email is relevant after work, it is not right to write about unrelated details. Especially if you use an official email address, you need to be more careful about what you write.
5. Don’t forget the title!
Here is a mistake some people make because of laziness. No matter how professionally the email is written, the subject field is left blank. Usually, when we receive an email, the first thing we see is the title. That subject is shown as the title of the email when it arrives in the inbox. If it’s empty, it will show ‘No Subject’ in the inbox. Now a person receives a significant number of emails a day. They delete some of the emails without opening them while considering them useless. Now, if someone lazily writes an email without a subject, it can be deleted without reading. The title plays an important role when email professionally. Also, you need to put a title that the recipient can understand exactly what the email is. Otherwise, adding a title that has nothing to do with the content of a professional email is confusing.
6. Email professionally by breaking it down to 5!
Usually, when you write a professional email, you can identify five parts to it. Keep these five parts in mind when you want to write an email professionally.
- Start: When we start writing an email, we can begin by greeting the recipient. You can start with something like ‘Hello John,’ ‘Dear David’ if you know the recipient. You can begin with ‘Dear Sir,’ ‘Dear Madam’ if the recipient is an unknown person. If you do not know who to send the email to exactly, you can write ‘To whom it may concern.’
- Thank you statement: We can thank you if it’s relevant when starting the email. You can add suiting statements like;
‘Thank you for contacting me,’
‘Thank you for your prompt reply,’
‘Thanks for getting back to me.’
- Elaborate why you write: Next, you need to write the purpose of your email without unnecessary details. That’s the crucial part of an email. It should be written concisely and clearly.
- The Ending: We can thank you again when you write an email on a professional level. Also, you can brush up the ending by adding a statement like,
‘if you have any questions or concerns, do not hesitate to let me know.’
- End with a greeting: When writing a professional email, you can write a greeting before writing the last name. You can write the name with ‘Sincerely.’ Or you can write something like ‘Regards,’ ‘Best regards,’ ‘Cheers’ with that last thank you statement. Then you can write the name. But keep in mind that you must write the name.
7. Check before sending!
Sending an email can be very hasty. But even if an email is sent quickly, it will not look professional if there are any mistakes in it. So never be in a hurry to press the send button. Slowly read the email you wrote. It can have glamor mistakes or spelling mistakes. Fix them. See if the facts are correct. Check that the email address we send is correct. Make sure the email addresses of the people you want are copied. If everything is confirmed now, send the email professionally!
