Email communication is one of the most common forms of business communication in the 21st century since it is so practical to do so; it is free, simple, quick, and you can send messages to a lot of people easily. Since email communication is part of the fundamentals of business communication, it’s important to get it right. Even though emails are not as formal as letters, they still need to look professional if you’re corresponding to various professionals over business matters or if it’s related to work correspondence. Writing a professional email must be organized and easy to read since most professionals are busy and they don’t have time to spare on reading long and winded emails. If you’re starting as a professional and would want to write an email for work or business, you’re in the right place. This article will guide you on how to write a professional email message.

10+ Professional Email Samples

1. Free Professional Email Memo Template

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2. Professional Construction Email Signature Template

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3. Professional Email Standards

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4. Crafting Professional Email

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5. Email Etiquette & Professional Communication

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6. Academic and Professional Email

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7. Emails to a Professional Contact

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8. Sample Professional Email

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9. Composing Professional Email

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10. Professional Email Etiquette

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11. Elements of a Professional Email

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What is an Email Message?

An email message is a typed text, that is sent or received over a computer network. Most email messages are simplistic but they could include sent attachments such as image files or documents. The email message can also be sent to multiple recipients at once at the same time.

How to Write a Professional Email Message

1. Know the Purpose of the Email Message

To write a professional email message, you need to be clear on what core message you want to communicate to your recipient. To do this, you need to know what is your purpose for writing the email and what actions would solve that purpose. This is to help write your professional email easier especially when you’re starting.

 

2. Start With a Subject Line

The subject line should be written well since this will be the first thing your recipient is going to read once they receive your email. Make sure they are meaningful with your actual message. Keep the subject line short and sweet but make it clear on what intentions you’re sending the email for.

3. Begin the Message With a Greeting

Start your email message with a greeting. Usually, with professional emails, you refer to the recipient by their family name (e.g. “Dear Mr. Wickham” or “Dear Mrs. Bennett”) However, if you have a casual relationship with the recipient you can simply refer to them by their first names (e.g. “Dear Elizabeth” or “Hi William”) If you don’t know the name of the person you are writing to or you’re not sure who will receive the message and read it, use the phrase “To whom it may concern” or “Dear Sir/Madam”.

4. State Your Purpose

Don’t beat around the bush and get straight to the point on what the email message is all about. However, there are different formats on how you will start the email message. If you’re responding to an inquiry, you should begin with a line of thanks.  If someone has replied to one of your emails, be sure to thank them for their reply. This is to ensure you seem polite.

If you’re starting the communication by inquiring about something or addressing concerns over some matters, it’s best to start it with a phrase ” I am writing to enquire/about….”. Ensure your purpose is set early on the email message before you transition with the rest of your message. Ensure that your message is brief but comprehensive. Ensure you’re using the correct grammar, spelling, and punctuation to present a professional image of yourself.

5. End the Message With a Sign-off

Don’t leave your recipient hanging once you’re about to close your email message. Give them a call to action; inform them on what to do next. Summarize everything in one or two sentences as the closing lines for the body and let them do a particular action related to your email. Also when you sign off your email, ensure you’re using the correct one that is appropriate for your email’s purpose and relationship with the recipient. Some common sign-offs are regards, sincerely, best, thanks, cheers, etc.

6. Include an Email Signature

A professional email signature can make you seem more professional and it provides an opportunity for your recipient to know more about you and your contact details. Your email signature should include the following details:

  • Full name
  • Work position
  • The company you’re employed in or if you’re self-employed, link of your website
  • Contact number

FAQs

What to avoid including in your professional email message?

Avoid having font styles that are too ornate and having colored font colors. Avoid using too many bold or italics styles on your message as well. Also, avoid using emojis. Save them if you’re sending a personal message.

What is the meaning of CC in a letter?

The abbreviation cc stands for carbon copy. The cc is followed by the names of the people who were sent carbon copies of the original message, so the recipients know who else received the message.

What are the five parts of an email?

The five parts of an email are:

  • Subject
  • Sender
  • Date and time the message is received
  • Reply-to
  • Recipient
  • Recipient’s email address
  • Attachments

What are the usual reasons a professional email is written for?

A professional email is a must if you need to send your cover letter to a potential employer, a thank-you letter to a colleague who agreed to be a reference for your job interview, a resignation letter to your current company, or a request for a letter of recommendation.

Before you send your email, ensure your message is complete by double-checking that the subject line of your email is filled in, you have included a signature, you are sending the message to the right contact person, and you’re using the correct grammar and punctuation in your message. It’s important to ensure that starting from the subject line down to the signature you maintain a professional image. After all, that is the point of your email correspondence. If you want to download some sample templates of professional emails that you would like to follow, you can do so by downloading the sample templates above for free!

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