How to Write a Professional Email

  • May 19, 2015

Our days are filled with corresponding with coworkers, vendors, and business partners. The majority of this communication is done over email. Therefore, writing a professional email is important to building and maintaining your reputation. Here are some tips to keep your emails professional.
Use an appropriate greeting. Your email greeting is your first impression with other people. Even if you are emailing someone you are familiar with, the best rule to stick by is always keeping it professional. In the chance that your email is forwarded or included in a chain later, avoid the risk of embarrassment and always keep this in mind: you never know who will be reading that email.
Keep it concise. Having a long conversation over email can get misinterpreted or lost in translation. If discussing an important project that needs a more in depth conversation than can be handled over email, use the email communication simply to request an in-person meeting.
Use proper grammar and spelling. Too often people are slumping into the shortcuts used on smart devices. From shortened spellings and improper grammar, these can be viewed as unprofessional and uneducated ways of presenting yourself in the office. Take the extra step to compose a well-written email no matter whom your audience.
Timely responses are important. Whether you receive ten emails per day or 300, create a system that works for you when it comes to responding. A timeframe is important to adhere to so people know that you are available and organized when dealing with projects. A timely response in connection with a professional email elevates you and your reputation as a true expert in your area.
It is easy to get caught up in the day-to-day tasks of answering and sending emails. But keep in mind this is probably the most used form of communication and therefore should be handled with care. One email has proven to derail a reputation many times in our society today. Keeping it professional and following the steps above could keep you ahead of the game.

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