How to write an email professionally

How to write an email professionally

email writing

Five steps for writing a good email professionally

  1. Subject
  2. Greeting
  3. Body
  4. Closing
  5. Signing off
1. Subject:- The subject should be a summary of your email, The subject should be in form of a Call To Action (CTA) so that you give the pathway to the reader that what you want. what is the purpose of this email, it's like giving hints.
2. Greeting:- Greetings is the respect you give to the reader this makes a good impression on them. These are some of the greetings to start with,
  • Dear Sir/Madam/(name of the person)
  • Hello Sir/Madam (name)
  • Good Morning/Afternoon/Evening
  • To whom it may concern
  • Hi (Name)

3. Body:- In the body start with the introduction of your name and work/profession. Some of the Greetings can be included in the body Ex: Hi/hello.

The body of  the email should start with opening sentences such as,
  • I am writing to you because
  • Concerning your email/phone call
  • In response to your email
  • I'm reaching out about
  • I'm getting back to you about
  • As discussed in the foregoing discussion
  • This is to follow up from
  • Hope this email finds you well
  • Thanks for getting in touch with us
After the opening of the body write the summary in short like what you need or what you want to say, etc. The Body of the email should define in detail of writing an email. It should include all the things you want to say.

4. Closing:- Closing the body and the email must be done to end the email. Use some of the closing sentences such as,
  • Looking forward to hearing from you soon
  • Looking forward to a prompt response
  • Have a nice day
  • I appreciate your (work)
5. Signing off:- Signing off the email with some sign off words and of course including the name
  • Yours sincerely
  • Yours truly
  • With appreciation
  • Best regards
  • Best Wishes
  • Cheers!
  • Warm regards
  • Respectfully
  • Thank you  

Extra Tips for email writing:

  • Always use a professional email address
  • Keep your Grammer correct and readable
  • The body should be formal and to the point

Phrases to use for your email to sound good

Instead of: '' Sorry for the Delay "
Replace with: " Thank you for bearing/patience''

Instead of: ''Hopefully, it makes sense''
Replace with:'' Let me know if you have a question''

Instead of:''Could I possibly cave early''
Replace with:'' I will need to leave from/at''

Instead of: ''I think maybe we should''
Replace with:''It would be best if we''

Instead of:''What works best for you
Replace with:''Could you do''

Instead of:''Ahh my bad totally missed it''
Replace with:''Nice catch, updated/ Thanks for letting me know''

Instead of:''Just wanted to check in''
Replace with:''When can I expect an update''

Instead of:''No problem''
Replace with:''Always happy to help''

Instead of:''Sorry for such a late reply''
Replace with:''I apologise and thank you for your patience''

Instead of:''Be writing an email for 45-50 minutes''
Replace with:''It would be easier to discuss in person''

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