How to Write Professional Emails Step by Step? [for Beginners] | Improve Your Email Writing Skills

Last Updated on 18th Sep, 2022

Writing professional emails in English is something that a lot of people need to do on a daily basis. You should take your time and make sure that your email is correct and well written so that you can send it with confidence. In this article, we’ll discuss how to write professional emails in English.


How to Write Professional Emails Step by Step? [for Beginners] | Improve Your Email Writing Skills

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Writing professional emails in English is something that a lot of people need to do on a daily basis. You should take your time and make sure that your email is correct and well written so that you can send it with confidence. In this article, we’ll discuss how to write professional emails in English.

It’s all in the words!

One of the most common mistakes people do while trying to write a professional email is that they forget the power of words.

And they end up choosing the wrong ones.

There are many words that sound very familiar. But, they actually do not mean what you think they mean, or maybe they can sound quite offensive to the person you are sending them to. The best thing that you can do is stay away from them.

For example, you wouldn’t want to start your email with “HI”. It is not only informal, but some people might not like it.

What you can do instead is start with a more formal way of greeting the reader, such as “Good Morning” or “Good Afternoon”. You can also use their last name in the greeting, like “Dear Smith” or “Hello Mr. Smith”.

So, you can see how your email writing skills can make a big difference in the effect that your email is going to have on the reader.

In this article, I’ll show you how to write professional emails that are not only correct, but they are also effective. Because when you do it right, you look smart, and if you do it wrong, you might sound like an amateur.

Here are a few tips that you should follow:

1. Know Who Your Reader Is

It is very important that you know who you’re writing to.

This is important not only because you’ll need the right words, but also you don’t want to offend anyone by sending a formal email to someone who would prefer a less formal tone. This means that it’s quite important to think about your reader’s background, occupation, and expectations before writing.

Let’s say you’re emailing a professor at your local college. You’d probably want to write an email that comes across as professional, right?

So what should you do?

You can use a formal tone and start with a greeting. For example, you can say “Dear Professor” instead of “Hi”.

Knowing your reader’s background can also give you a sense of what tone they might appreciate. If the person is a friend, then you may use a casual tone. If they are your boss, then you should use a more professional tone.

2. Start With Formal Greetings

It is always better to start an email with a more formal greeting.

You can use the person’s last name, like “Good Morning Mr. Smith” or “Hello Professor Jones”. This shows that you respect the person.

And, that you are aware of the right way to write emails.

Starting with a formal greeting is not always necessary. But, you should be prepared to do it if the person prefers this kind of tone.

In many cases, it’s better to err on the side of being more formal.

For example, it would be better to open an email with “Dear Mr. Smith” than to open it with “Hey John”. Although the latter might be acceptable in some cases, you never know how formal your reader is.

So, being too formal will help you to stay on the safe side.

3. Use Paragraphs!

Now that we know that it’s important to start with a formal greeting, we should also know that it’s not the only element of an email.

You should always use paragraphs and proper punctuation.

This makes emails look more professional. It also helps the reader to understand your message clearly, which is important for everyone.

Just imagine if someone sent you a long email in all one paragraph? How would you feel reading it? So, when writing an email, always use paragraphs and make sure that you put a period at the end of each sentence.

Breaking your long email into short paragraphs will help the reader to read it more easily. That’s why you should never write your email all in a single paragraph form unless there is a good reason for that.

4. Use Correct Grammar and Spelling

This is a very important part of writing an email. Because many people judge their colleagues based on how they write emails. That’s why, in order to write an effective email, you have to use correct grammar and spelling.

It doesn’t look professional when you write a long email and then you realize that there are lots of grammatical mistakes.

That’s why you should always check your emails before sending them to your boss, colleagues, or even to your friends.

Well, even the most efficient writers can make silly mistakes.

So, there is nothing to be embarrassed about.

You should know that everyone makes mistakes and you should focus on having a good attitude instead of worrying about little things like this.

In order to become a better writer, you should read your emails out loud. That way, you can hear any words that sound strange to you and fix them easily. It’s a smart way to avoid making silly mistakes when you write emails. Don’t be afraid to use a grammar checker, but always recheck your work and think twice.

5. Be Clear and Concise

You have to be clear when writing an email. So, that means that you should avoid using slang and be very specific when writing your email.

Using short words is not the same as being concise.

That means that you should not use words that can have different meanings. For example, the word “bring” can mean “take” or “carry.” So, you should be as clear as possible when writing emails to your colleagues.

It’s a smart idea to avoid slang terms.

Because other people might not know what you’re talking about.

Many people think that informal emails are more effective than formal ones. But, the truth is that emails are not effective if your readers can’t understand what you’re actually trying to mean. So, be clear and concise when writing emails to your colleagues, friends, or even to your boss.

It’s an essential part of writing professional emails.

6. Be Polite

Always be polite, even if the person you’re writing to is not.

Be very careful about what you say in your email; always use a kind tone and try to avoid phrases like “you should do…” or “why don’t you…?”

Sometimes it’s better to be polite than to be right.

When you’re writing a professional email, you should remember that the reader may not know your tone of voice.

So, it’s always better to use a kind and polite tone in your email even if it’s just an informal one. That way, you will be able to avoid misunderstandings and your readers will get a good opinion of you.

You can do this by keeping everything neutral, without any negative tones.

Remember that your emails will be read by people with different opinions and ways of thinking (maybe, they are from all over the world). That’s why you should always be polite and respectful in your emails.

7. Proofread Your Emails

One of the most important parts of writing professional emails is to proofread and check your emails before sending them. It’s always better to spend a few minutes checking your email than to send it without ever checking it.

That’s why you should always take a look at your email one more time before sending it. You should focus on checking the following:

– Make sure that your email is polite.

– Make sure that you’ve used correct grammar and spelling.  You should never make really silly mistakes, so always check your emails before sending them.

– Check the structure of your email. Make sure that it’s clear and easy to read.

– Check if your email is relevant to the topic. You have to have a good structure and organization in order to make sure that your email is relevant.

So, always put an effort into checking your emails before sending them out to your readers.  That way, you won’t make any silly mistakes and you will be able to make a better impression on the readers.

8. Avoid Short Emails

It is very important that you avoid sending short emails whenever possible.

Sending short emails is not professional, instead, you should always try to be as clear and detailed as possible.

That way, your readers will get a good impression of you.

In fact, you should avoid short emails in most cases. Because they are very informal and not effective, in most situations.

So, avoid short emails in most situations.

And, focus on being clear and detailed about the topic in your email. It’s not difficult to write a good email with details and explanations. If you are careful enough when writing your email, you will be able to avoid misunderstandings.

9. Never Send Out Urgent Emails

Never send out any kind of urgency in your work-related emails.

If you really need an urgent email to be sent out, then use different methods. For example, why don’t you call the person?

Urgency in an email is not professional and it’s also very aggressive.

So, try to avoid urgency in your emails.

If you really have to send out an urgent email and you truly have no other choice, don’t use the word “urgent” in it. Instead, you should try to be more specific about the thing that makes it urgent.

That way, you will be able to make sure that your readers understand you and they will be able to do what you want in time.

Final Words

Finally, it’s very important for your professional emails to be easy to read. In most situations, it’s better for you not to use any complicated words or phrases. So, keep it simple and use words that everyone can understand.

Not everyone is a professional writer and sometimes people don’t have enough time to find out what you mean. That’s why you should always use simple words and phrases in your emails to avoid any possible misunderstandings.

You should also check your email one more time before sending it to your readers. That way, you will be able to make sure that everything is correct.

So, always proofread your emails before sending them.

Finally, I want to suggest that you avoid sending emails late at night or early in the morning. That’s because most of your readers will be sleeping or preparing to sleep when you send the email. Well, it can work in some cases, but it’s not professional to send an email late at night or early in the morning.

Also, have the right email address for your recipient. Sometimes you might forget to add the full email address (Yes, it happens). So, always check if you have the right email address for the person you are sending the email to.

All of these things are very important for your email to be professional. So, always keep them in mind and try to use them.

So, what do you think?

Did you find these tips useful?

Did this article help you with your writing style?

Please share your views in the comments below. And, if you have any more tips for writing professional emails, please feel free to share them with me!

Please share this article if you found it useful.

Thank you! I really appreciate it… 🙂





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