How to write a professional email

Imagine, for a moment, that you work in human resources. It is your job to process applications and CVs. Now, imagine receiving an email without a subject header. At first you are hesitant, because you are worried that it could be a phishing email, but you decide to take your chances. The email reads, “Hi, I want to apply to be a salesman. I have attached my CV.” It is signed, “Bryan”. What would be your first impression of this individual? Firstly, it would be difficult to know anything about the applicant as he neither introduced himself, nor provided a cover letter explaining his motivations for applying.

Secondly, the applicant has already demonstrated a lack of professionalism through the format of his email. You decide that it is best not to hire a salesman who lacks the necessary communication skills, and respond to Bryan, telling him that there are no sales positions currently available.

Being able to write a professional email can not only gain you a job opportunity, but can shape the way in which you are perceived and treated by your teachers, managers, university staff, colleagues and others who surround you. Writing a professional email both shows respect to the recipient, and portrays a thoughtful diligent, responsible, and sophisticated individual—a person bound for success. Take the following advice regarding the greeting, structure, language, and signature of a professional email, and you will unlikely be dismissed as you begin to shape yourself for success.

The Subject Header

Emails can be easily lost, hiding between seemingly urgent messages and malicious solicitations, or simply slipping into the spam folder. For this reason, it is vital to include a concise and informative subject header with your email. Include the main purpose of your email. Bryan could have written, “Sales Position Enquiry” or “Job Application”. It may even be useful include your last name so that your application or email could be easily identified. If you are writing as a student or applicant who has been given an identification number, include that in the subject header as well. This practice is also useful when enquiring about lost packages, orders made online and plane tickets. When you identify yourself in the subject header, it saves everyone involved a headache.

Greeting

“Hello” or “Hi”, as Bryan wrote, are too informal. Instead, begin with a simple, formal greeting such as “Dear Mr/Mrs/Miss/Ms X”. Be sure to include all necessary titles for the first email. In less formal situations, you may refer to the signature of your correspondent’s response to understand how your correspondent would like to be addressed. However, when writing your professor or employer, continue to use the formal form (i.e. Professor X or Ms X) unless he or she specifies otherwise. 

Other appropriate greetings include, “Dear Professor”, “Dear Sir/Madame” or “To Whom It May Concern:”. The latter two should be used only if you are unaware of your correspondent’s name. Remember that “Mrs” is only used to address married women, while “Miss” refers to unmarried women. Both unmarried and married women, however, may choose to be identified by the neutral form, “Ms”. If you are unsure of the marital status or preference of your correspondent, use “Ms”. 

Structure and Language

Efficient structure is critical for maintaining your correspondent’s interest while ensuring their understanding of your message. Begin with a brief introduction of yourself, sticking to the relevant details to lead into the purpose of your email. If you are responding to your correspondent’s response, begin by thanking them with phrases such as, “Thank you for your reply” or “Thank you for your swift reply”.

Following your personal introduction, introduce your purpose. Be sure to use polite verb forms and indirect questions. Some appropriate opening phrases include, but are not limited to, “I am writing regarding…”, “I am writing to enquire about…”, “Could you please inform me about…”, and “Would it be possible…” Throughout the body of your email, your sentences should be concise and informative, demonstrating your aptitude for efficiency.

Signature 

Before you sign your email, show your gratitude and thoughtfulness with phrases such as, “Thank you (for your time and consideration),” or “Let me know if you have any questions”.

Unlike Bryan, do not forget to sign your email and do not simply write your name. Your signature should be prefaced with “Sincerely,” “Yours truly,” or “Kind regards,”. For more formal emails and any introductory email, include both your first and last names.

Sample of a professional email

Dear Professor,

I am writing to you regarding the assignment due next Friday. I have reviewed the materials you have provided through E-learning. They were very helpful, thank you. However, I was wondering if it would be possible to meet with you this week. I have been struggling with the structure of my essay, and have a few questions I would like to ask you. I have attached the most current draft of my essay in advance for your convenience.

Thank you.

Sincerely,

(Name)

Written by

Ashley Nicole Melucci