Without any doubt, email is one of the most widely means of communication especially in the formal world. In the formal world, I mean, formal settings like workplaces. Those places, most times, require the author to write a professional using the formal format of email.
Every email, be it formal or informal has its own format and so does a professional email. One dangerous factor that may arise in a workplace is communication. Now, email communication is taking over the communication channel. It is a problem if you don’t know how to communicate through it.
You may want to disseminate information in regards to an executive meeting or any formal notice, the key to it is formality. If you must reach your recipients through emails in a formal setting, you must use the formal format of writing an email.
Furthermore, effective email communication in the workplace works with the contents and format of an email. And that is why it is important you need to learn how to compose a professional email.
Five steps for Writing a professional emails
Let’s look at some tips that will serve as solid guide for writing a professional email.
Identify the subject matter
The subject matter refers to the main thing your email is all about. For example, if the email you want to send is to inform your recipients about an upcoming Executive meeting, then the main subject there is “Upcoming Executive Meeting“.
Ensure you identify it carefully and don’t talk about any other thing apart from the meeting. Don’t raise any issue discussed in the previous ones while composing the email. Simply notify everyone about the upcoming executive meeting.
Use palatable salutation
The first advance you make to a person matters. While you write an email, one of the first things that comes is the salutation. In the salutation, you address the person as anything you see him or her as.
In the professional world, you need to see him or her in a professional manner. That means, you need to a professional salutation.
While you salute, always try to use nice salutations like “Dear Mrs. Dora” “Dear Mr. Victor“. In some cases, you may not know the name of the recipient. In that case, you can use “To whom it may concern” or “Dear sir/Madam“.
Go straight to the point
If you must write a professional email, you need to keep it short. In other words, you don’t have to beat around the bush just to inform someone about your new product or an upcoming executive meeting. “Hit the nail on the head“.
However, going straight to the point does not mean just telling them “There’s an upcoming meeting“. There are some other necessary information you need to add like the date, time and venue. If there are matters which they need to study for the meeting, the email is a good platform to release it to them.
Adopt a friendly tone in your email
A mild tone solves a lot and attracts a lot. It attracts attention. Your email should have a tone, not just a tone but a friendly one.
For instance, if you want to write to your customers to inform them of a new product or an improved product, you need a friendly tone. If you must get exactly what you want, you don’t need a harsh tone.
In case you don’t know, your ability to harness the power of soft tone shows your professionalism. Sometimes, you may not be in the mood to use a mild tone on anyone, but, since you are doing a professional job you need it.
Ordinarily, you need it if you must reach and convert customers. In the same way, if your recipients must understand what your email is all about, you need it.
Keep your professional email short
Some recipients in your office or workplace may not have time to go through a long email. You need to keep it as brief as possible while you write a professional email.
This factor works together with “going straight to the point“. If you keep beating around the bush, the more words you use and the more irrelevant your email is becoming.
Therefore, hitting the point at once with other necessary information will help you keep your professional email short.
End with a closing remark
After writing your email, you don’t just need to leave it open. You need a closing remark. You can just end with “Thanks for your consideration” or “I look forward to hearing from you.” or any other word depending on the email you sent or what you want.
By using a closing remark, you have brought your email to an end and the readers will really understand that you have finished all you have to tell them.
Good Format for Writing an Email with Examples
An email format refers to the structure of the email. A professional email has a way of writing it. In fact, be it professional or informal email, there is a proper format for writing it.
The subject line is simply the title of the email. It is a short description of the content of an email. Every email should have a subject line to enable recipients know what the email is all about without opening the email.
If a recipient receives an email, the first thing he sees is the subject line and that can make him or her open the email. Therefore, add a good subject to your email to make it professional.
Example of a subject line: How to boost your online business
In this part, you address the recipient of the email.
Example: “Dear Mrs Bethel“.
The body of an email is the main content. It is the main information you want to pass. The body should contain relevant information.
Example of an email body:
It doesn’t matter how amazing your product or service is, if people don’t know about it, it’s not going to be a success. If you are not taking advantage of the opportunities that digital marketing creates, then you are you are not allowing your business to reach its full potential. In 2020 digital and social media marketing are essential.
The Conclusion of an email
The conclusion is the summary of your email. It also has your final or closing remarks.
Example of an email conclusion:
…Our courses give you the tools you need to compete with your competition by exposing you to a wider audience on a much smaller advertising budget.
It will be our pleasure to get a reply from you declaring your interest in these awesome courses. We look forward to hearing from you.
Examples of professional emails with the format
Under this subheading, I’ll give you examples with the format of how to write a formal email for a person, group or how to write a follow up email.
How to write a professional email for a new contact
Subject Line:→ ESU Research Contract Opportunity
Salutation:→ Hello Ben,
Body:→ I hope this message finds you well. I’m reaching out today because I’m managing an application redesign project at ESU Company and seeking a skilled ESU research contractor to help analyze the different sets of testing data.
The project begins from 1st September and it lasts for 15 weeks. From our estimation, it will take about 4 hours a day . That means it will take 20 hours each week. All work can be completed remotely, but you’re welcome to use our workspace.
Closing Remark:→ Please let me know if you’re interested in this project so we can schedule some time to discuss in full details. I look forward to hearing from you.
ESU Company, Inc.
How to write a professional email to a group
Subject Line:→ Marketing Meeting Canceled
Salutation:→ Hi marketing team,
Body:→ The marketing strategy meeting scheduled for 1st February has been canceled.
I sincerely apologize for the late notice, but I know everyone will welcome the additional time back in their day. Let’s remember that we’ll reconvene on Wednesday at our regularly scheduled time.
Senior Marketing Manager
How to write a Professional follow up email
Subject Line:→ Re: Availability for Introductory Meeting
Salutation:→ Hi Albert,
Body:→ I found it worthwhile to check back in regards to the date for our meeting with Mr. Jam. I wish you notify me once the date for the meeting is confirmed.
Closure:→ Thank you!
Wrap Up – formal email format
Judging from what we have above, each of the emails follows a proper email format. In other words, it is the best format one can use while writing a formal or an informal.
Secondly, from the samples, we can see that each went straight to the point an none was too long from the recipients to read. In other words, none violated the rule of professionalism in writing an email.
Finally, each writer summarized his email. They have closures in their emails. These and more observations go in line with what I gave as tips to guide you write a professional email.