Stepping into the corporate world is always an unnerving experience, and one of the most immediate skills you’re expected to pick up is how to write a professional email. If you think this involves saying “Ma’am” every chance you get and signing off every email with your name and designation in case the receiver forgot who you were, then you’d be right in making that assumption. But that’s not all professional emails are. From the kind of language you use to the content you are allowed to discuss in these emails, there are many little details that you’re expected to keep in mind.
Most of your discovery of these professional email tips will happen on the job, but we might have a few pointers to help you get started. Let’s look at some professional email examples to understand what we’re talking about.
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How to Write a Professional Email—Simple Tips to Keep in Mind
First things first—What is a professional email? All communication that takes place in relation to your work usually falls under the bracket of a professional email. Sending emails to your bosses and colleagues obviously requires a professional tone, but you are also required to employ any professional email tips you learn while communicating with customers and clients. These emails reflect the formal nature of your relationship and require that you maintain the boundaries that come with it.
These days, many startups and other, more established, businesses have begun to adopt a more relaxed approach towards internal email communications which has been refreshing to see. It allows employees to bring more of their personality into their work which is very useful in creative fields where self-expression is celebrated. However, professional emails do have some benefits that cannot be denied. They ensure that no personal beliefs and boundaries are crossed by mistake, creating a clear separation of personal and professional life. Regardless of what your workplace is like, knowing how to write a professional email will serve you well when you have to reach out to someone outside of this very specific work setup.
Always Have A Clear Subject Line
A professional email always has a clear, concise subject line that conveys the point of the email. Within a work setting, it is often difficult to get to all the emails at once. Having the content of the email clearly conveyed makes it easier for the receiver to work through their inbox. Marking any time-bound communications as “Urgent” also helps.
Address The Receiver Appropriately
Depending on your relationship with the receiver, you need to address the email to them correctly. Saying Mr. or Sir might be more appropriate for those in a senior role but for a colleague, it would be more appropriate to say their names. A “good morning” or a “hello” are some alternatives to saying “Dear” in every email.
Have a Clear Idea of What You Want to Say
A rambling email is rarely welcome and can be a cause for irritation at work. When learning how to write a professional email, try to have a clear idea of what needs to be communicated this time. Use bullet points where necessary and try to stick to one topic instead of conveying multiple matters in a single email.
If you have to report on more than one issue, consider if it would be more appropriate to add the detailed files as separate attachments while using the email body to summarize each segment in brief.
Avoid Using Internet Lingo In Your Email: Professional Email Tips
The way we speak to our friends and relax on social media becomes a part of our vocabulary without us realizing it and it can be quite embarrassing to have your email be seen as “juvenile.” Try to be conscious of the language you’re using and ensure it will not be perceived as overtly casual.
You do not have to use big, smart-people words in every sentence and nor does professional communication require excessive use of technical terms. Just keep your emails simple and be straightforward in your communication. It’s especially important to avoid using words if you’re unsure of their meaning—just in case.
Don’t Be Demanding or Excessively Submissive
Professional email examples will have you believe that assertiveness is everything, but don’t let it turn your tone into becoming rude or demanding. You are allowed to have a stern voice if that’s your communication style, but it should never involve looking down on the receiver or making them feel inadequate.
These formal emails do not require you to assert your dominance via email. Just ask for the information you need politely. If it is urgent, convey the deadline and request that they try to meet it. If they cannot meet it, ask them to let you know that it won’t be possible so you are aware and can consider alternate methods to accessing this information.
Conversely, you do not have to be excessively polite and cheerful or have to beg for a response from your coworkers. People might start to take your emails too lightly which is never a fun position to be in. Be yourself but allow the formal nature of the task to guide you here.
Be Clear About Your Expectations
When an email includes a block of information about a client or project with no clear direction on what needs to be done, the receiver will struggle to see what they need to do with this information. Be clear about whether you need them to reach out to another team member or consolidate information for you so there is no ambiguity. If there are specific resources they need to take into consideration while they work, direct them to those sources without being condescending.
If you have a specific vision in mind for how something needs to be done or if you’ve received instructions on a particular format, communicate that to the next person in the chain. It’s unfair to expect the receiver to know exactly how you want something done without ever conveying it to them.
Keep Your Eye Out for Workplace Trends
With access to the internet, many “rules” keep changing without reason and it might suddenly become uncool to use specific language in your formal emails. You might use “As per my last email” just to draw a parallel to your previous communication, but the phrase is much disliked among the corporate community. Among the top professional email tips we have for you, this one is essential to keep reminding yourself.
Keep these basic tips in mind, learn from the communication styles of those around you, and practice everything you’ve learned about how to write a professional email and you should be ready to be a full-time professional.