10 Professional Email Writing Tips

Updated on November 15, 2021 | by James Wilson

Email writing has proved to be a vital part of communication in the business and academic world. Whether you are a seasoned manager or an upcoming professional expert, you will still have to deal with email writing. You might need it for exchanging important updates or recap events. Good emails give the recipient clear, friendly, and actionable messages. To write a good email, you need to know the common mistakes to avoid and the strategies that will get you ahead. This article will discuss the best professional practices in email writing.

1. Subject Line

The subject line is the most critical part of the email. If you are cold emailing someone, the subject line will entice people to open your email. A poorly written subject line will deter your subject from opening the email, and this will cause it to end up in the spam folder. You can use a professional writer service to help you craft good subject lines for your email. You need to spend twice the time preparing your subject line because it will not matter if your recipients do not open it.

2. Begin with a Greeting

Begin with a greeting to address your reader. The type of greeting will depend on the relationship you have with your reader. If you are writing to a friend, you can use casual language like ‘Hi’ or ‘hey.’ If you do not know the recipient’s name, you can use ‘Dear Sir/Madam’ or ‘To whom it may concern.’ For professional inquiries where you know the recipient’s name, it is best to address them as ‘Dear.’

3. Do Not Overcommunicate

One of the stresses at the workplace is the volume of emails that people get. You should therefore ask yourself if all the information you intend to include in the email is necessary. Ask questions that deal with the subject and are likely to generate discussion. Professionals are usually excited about new inquiries and prospects, but the email should be concise whenever possible. The email’s body should be direct and contain all the information you want to pass across.

4. Make Your Email Easily Readable

Writers from custom online writing services advise on writing information that is easily readable to the recipient. Use paragraphs and indentations to skim through and make the essential points of your email stand out. Use exclamation marks sparingly as you otherwise risk looking childish and unprofessional. Keep your emails clean. It isn’t charming when an email chain has a lot of carats that affect the readability of your mail.

5. Be Polite

The email you send reflects a lot on your values and professionalism. You, therefore, need to pay attention to detail and sound polite. Most people think that emails should be less formal than traditional letters, but keep it professional even if you choose this route. Unless you are talking to a friend, avoid using informal language. 

6. Avoid Slang

As earlier discussed, professional emails require a certain level of formalism. Avoid using emojis and slang. Using shortcuts such as ‘4U’ instead of ‘for you’ is unacceptable in your emails. If you cannot include something in business correspondence, do not include it in your email. Including any of the above will make your work less professional. It would help if you also refrained from one-liners that do not foster your conversation. You can use pro essay services to help you craft the best emails for your audience.

7. Check the Tone

When talking to someone face to face, their body language and vocal expressions show how they feel. In email writing, however, we cannot assess this information, and we might be at the peril of being misunderstood. Without visual and hearing cues, you can deliver a written message as impactfully as a spoken message. The way to do this is through your choice of words, capitalization, punctuations, and length of your sentences. If you feel that your emotions or intentions could be easily misunderstood, look for a straightforward way to pass the message across.

8. Maintain Privacy

When sending an email to a group, protect the privacy of your list using ‘BCC.’ Be careful with confidential information. Sometimes people print out emails and share them with their colleagues. You might be at peril when you share sensitive information such as a person’s tax information or particulars of a susceptible business deal. An email with sensitive information that ends up falling into the wrong hands might have serious legal repercussions. You can use a writing services company to help you steer clear of such troubles.

9. Use a Good Signature

Before concluding your email, it is essential to finish with closing remarks such as ‘Thank you for your patience and cooperation.’ You can also add a follow-up such as ‘In case of any concerns, kindly revert as soon as possible.’ Your signature should follow your closing remarks. You can use signatures such as ‘Sincerely’, ‘Best Regards,’ or ‘With thanks.’ After choosing a closer, do not forget to add your name. You can also go a step further and set an automatic signature that always features at the bottom of your email.

10. Proofread

Before pressing the send button, you need to review your email for typos, readability, spelling, grammar, and punctuation. As earlier stated, your email is a significant reflection of your professionalism, and it will dent your image if you send out an email riddled with errors. While proofreading, check the length of your email. People are more likely to read short, concise emails than go through long rambling ones. You can get professional writing help to assist you with the necessary proofreading skills to advance your email copy.

We spend a considerable portion of time composing emails in the careers we find ourselves in. However, the messages we send sometimes seem confusing to others. Before writing an email, ask yourself if it is indispensable, for sometimes it might be better to pick up your phone and make a call. Emails reflect on your professionalism and try to imagine how others interpret your message. With these email writing tips and skills up your sleeve, you can now easily craft a good professional email.

Read Also: Popular Email Services That Offer Sign-Up Without Phone Number Verification

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