How To Write Professional Emails (With Templates)
Professional emails offer an efficient way to handle important communications in the workplace. You might write an email to follow-up after an interview, respond to a job offer or connect with clients. Understanding how to draft professional emails allows you to confidently write competent and effective messages. In this article, we provide templates for several common professional emails.
A professional email is any communication that you make either as an employee or a prospective employee of a company. These letters should have a standard format and a professional tone. The use of industry jargon is acceptable when you’re writing to someone who is also familiar with these terms and phrases. Focus on using clear, concise language for professional emails as the recipient often has several communications to work through each day. Professional emails are brief and efficient, keeping both parties on task.
Formal email format: What to include in your email
1. Subject line
This is the crucial part of your email which defines if a person actually opens it. A good subject line informs a recipient what the email is about and why they should read it. Try to make your subject line clear, specific, and to the point. For example:
2. Email greeting
How to start a formal email? At the beginning of your email, greet a person by name. Depending on the level of formality, your salutations may vary from a simple “Hi” to an official “Dear Mr./Ms./Dr./Professor…” For the most formal occasions, use a colon instead of a comma after the salutation. For example, “Dear Ms. Smith:”
3. Email body
4. Formal email closing
The formal email closing tells a recipient what’s next. If you want them to do something, include a clear and specific call to action. If you’re just wrapping up the discussion you’ve previously had, end your email on a friendly note to show a reader you’re willing to keep in touch with them.
FAQs about Professional Email
A standard professional email address format uses a combination of your first and last names and a domain name. However, if it’s a business email address, since the domain is usually the name of your company, the first part can be the name of a department.
Random numbers in a professional email address are not advisable. You could use a phone number as an email address; however, that will hardly be deemed professional. You’re also giving up your phone number sooner than you might want to.
A good email address is always a combination of your first and last names. It’s a safe bet; however, if someone has a similar first or last name to yours and uses the same email service provider, then you might be in a bit of trouble. In such cases, it’s better to opt for a custom domain name.
Anastasia is a content marketer and manager with a strong IT background, passionate about storytelling and SEO. She likes creating high-quality content and helping others develop their skills. Besides work, she loves traveling, extreme sports, and reading fantasy books.
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