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Professional Email Writing Guide

This document provides guidance on properly formatting and writing professional emails. It recommends using a professional email address with your real name rather than a username. It outlines the key components of a well-written email, including beginning with a greeting, thanking the recipient, stating the purpose, adding closing remarks, and ending with a signature. The document stresses keeping emails short, clear, and free of errors to present a polished image.

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Deny Fatryanto Eko
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26 views10 pages

Professional Email Writing Guide

This document provides guidance on properly formatting and writing professional emails. It recommends using a professional email address with your real name rather than a username. It outlines the key components of a well-written email, including beginning with a greeting, thanking the recipient, stating the purpose, adding closing remarks, and ending with a signature. The document stresses keeping emails short, clear, and free of errors to present a polished image.

Uploaded by

Deny Fatryanto Eko
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd

E-MAIL

/ˈēmāl/

messages distributed by electronic means from one


computer user to one or more recipients via a network.
PREPARATION
FORMATTING YOUR EMAIL

Use a professional email address. Ideally, your email


address should be a variation of your real name, not a
username or nickname. Use periods, hyphens, or
underscores to secure an e-mail address that's just your
name, without extra numbers or letters, if you [Link]
instance, coolguy007@[Link] will seem
unprofessional. [Link]@[Link],
however, is suitable.
HOW TO WRITE PROPER EMAIL
• Begin with a greeting
• Thank the recipient
• State your purpose
• Add your closing remarks
• End with a closing
BEGIN WITH A GREETING

Always open your email with a greeting, such


as “Dear Lillian”. If your relationship with the
reader is formal, use their family name
(eg. “Dear Mrs. Price”). If the relationship is
more casual, you can simply say, “Hi Kelly”. If
you don’t know the name of the person you are
writing to, use: “To whom it may
concern” or “Dear Sir/Madam”.
THANK THE RECIPIENT
If you are replying to a client’s inquiry, you
should begin with a line of thanks. For example,
if someone has a question about your company,
you can say, “Thank you for contacting ABC
Company”. If someone has replied to one of
your emails, be sure to say, “Thank you for your
prompt reply” or “Thanks for getting back to
me”. Thanking the reader puts him or her at
ease, and it will make you appear more polite.
STATE YOUR PURPOSE
If you are starting the email communication, it may be impossible to
include a line of thanks. Instead, begin by stating your purpose. For
example, “I am writing to enquire about …” or “I am writing in
reference to …”.

Make your purpose clear early on in the email, and then move into
the main text of your email. Remember, people want to read emails
quickly, so keep your sentences short and clear. You’ll also need to
pay careful attention to grammar, spelling and punctuation so that
you present a professional image of yourself and your company.
ADD YOUR CLOSING REMARKS

Before you end your email, it’s polite to thank


your reader one more time and add some polite
closing remarks. You might start with “Thank
you for your patience and
cooperation” or “Thank you for your
consideration” and then follow up with, “If you
have any questions or concerns, don’t hesitate
to let me know” and “I look forward to hearing
from you”.
END WITH A CLOSING
The last step is to include an appropriate closing
with your name. “Best regards”, “Sincerely”,
and “Thank you” are all professional. Avoid
closings such as “Best
wishes” or “Cheers” unless you are good friends
with the reader. Finally, before you hit the send
button, review and spell check your email one
more time to make sure it’s truly perfect!
LAST BUT NOT LEAST
PLEASE CONSIDER AND CHOOSE CAREFULLY FOR YOUR “EMAIL
SUBJECT”

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