Writing a professional email is one of the most important skills we should have. You need to make sure your emails sound professional and well-mannered to make people respond to your emails in the way you want them to. So, I would like to share with you some small tips I have learned and that I'm trying to practice in Arkdev for writing a professional email.
- Don’t type your recipient’s email until you are ready to send the message. That way you will never send an email before checking it.
- The email subject must be clear and focused like newspaper headlines and recipient should know what the email is about from its subject.
- If you want to reply to an email with the subject Meeting, you shouldn’t make the default subject “Re: Meeting”, it’s better to change the subject to a specific one like ‘Meeting about …….’.
Use some kind of greeting, don’t start your text first thing.
- Here are some greetings, and you should choose the one match your recipient.
Dear Mr. Emad,
Hello Ms. Mary,
- Don’t use any emotions, internet slang or abbreviations.
- Avoid misspelling and grammar mistakes, use email client system checker before sending.
- Format your message to small paragraphs to be easier for reading.
- Make One Point per Email, don’t talk about a lot of different topics in the same email. For example, if you want to talk about meeting for getting missing requirements and some issues status, it’ better to send each topic in a separate email.
- End your email with a professional sign off, like “Sincerely”, “Best regards”, or something similar.
- End your email with a formal signature. Signature should contain your full name and some ways of contacting you like your email, website and phone numbers.
Using Cc: and Bcc: (‘carbon copy’ and ‘blind carbon copy’):
- Use CC option if you want to send a copy of the email to another person at the same time.
- It will be useful if the person receiving the copy is in a supervisory role. For example, copying your boss on an e-mail to a nonresponsive co-worker might prompt the co-worker to respond.
- Both the original recipient and all the recipients of the carbon copies can see all the e-mail addresses in the "To:" and "Cc:" fields.
- Use ‘BCC’ option if you don’t want the recipient in ‘to’ field to know the email address getting a copy of the email.
- Go the extra mile by reading your email again before sending it.