Skip to main content

How to write a Professional Email. TIPS and ETIQUETTES.

We live in an age, where writing an email has become one of the basic things that we do on a day to day basis.

You may have written a lot of emails to your friends, relatives, or close ones but when it comes to writing a professional email(it can be to your boss, professor or the principal), you may feel a bit hesitated.



There is a difference between a personal and a professional email. In a personal email it generally does not matter how you write, but when it comes to professional emails you need to keep in mind certain points.

Now, lets get straight to 'How to write a professional email'.

1. First let us discuss what should the proper format of a professional email, which you need to take care of.

Email Format

SUBJECT LINE

SALUTATION

BODY OF THE MAIL

SIGNATURE

2.Use a proper email id.

You should always be using a professional email id. Your email id should ideally be a variation of your original name not your nickname or something else.

Example

RIGHT

rohitbansal21@yahoo.com

WRONG
coolguyrohit420@yahoo.com

3. Always use full sentences.

Do not mince words when it comes to formal emails. Always use complete sentences and words.

Example

RIGHT

I will be present there at 8 AM. 

WRONG

Will be there at 8.      
                   
4. Use correct grammar and Syntax.

You should always try to use proper grammar. This helps the mail to look more professional.

Example

RIGHT

Thank You. I received your email.

WRONG

Email gotten.

5. Use proper punctuation.

It is important to take care of punctuation marks. This will help you a lot.

Common Mistakes

Confusion between colon and semi colon.
Leaving too much space between words.
Too much use of exclamation points.

6. Subject line.

A subject line properly indicate what the email is about, so take care of the subject line.
Avoid punctuation errors and all capital or small letters.

RIGHT

About Marketing Intern.

WRONG

ABOUT MARKETING INTERN!!!

7. Keep it organised.

Break down your email into paragraphs each time you introduce a new line of thought.
The language you use should be crisp and comprehensive.

8. Avoid slangs and emoticons

It is extremely improper to use any informal or offensive terms in your business email. Not only do they reflect poorly on your writing and communication skills as a professional, but also on your socio-cultural sensibilities as a person.

Furthermore, avoid using emoticons in formal emails as they do not look professional.

9. Keep it short

In a fast-paced work environment, you need to send out emails economically in order to not be seen as a waste of time and inbox space.

EMAIL ETIQUETTES DO'S and DON'TS

As you now know the basics of how to write a professional email. Here some some more important points you need to take care of.

Proof-read: Make it a habit to proof read after writing each email. You can choose to do this either manually or install some third party applications to catch any typos or grammatical mistakes.

Spelling of names: Pay closer attention to proper names. Misspelling names of people, places, or organisations can make you look sloppy and inattentive.

Font: Use your fonts with care. Stick to a maximum of two fonts in an email. Do not use funky font options, and opt for something more commonly used in professional spheres like Arial or Times New Roman. To make your email more readable, use a comfortable font size.

Hope this article was helpful and you now know the basics of how to write a professional emai
Thank you for reading this. 

Comments

Post a Comment

Popular posts from this blog

Why has NETFLIX struggled in India? All Important Factors.

In 2019, everyone around the world is familiar with the term Netflix. Netflix is the world's most popular Over The Top(OTT) content  service provider. Netflix has over the years seen tremendous growth in its business, courtesy to its some amazing shows and  marketing. According to Netflix's website, 'Netflix is a media service provider' founded in 1997 and based in USA. Since its inception, it has  managed to come a long way and has been ruling the online media content from a long time now. Netflix is growing at a very fast rate in the United States and the European countries. According to CNBC, Netflix has around 137 million subscribers  (as of July 2019) from around the world.  In which 58.5 million  subscribers are from the United States and 78.6 million subscribers are from the other various countries. Netflix has expanded its business to over 190 countries and growing rapidly, but India is one such country where Netflix ...
Post a Comment
Read more

Cool Windows 10 shortcuts you should be using.

Who wants to work hard. We always prefer to do our work in a way so that our minimum effort is required and the work is completed efficiently. We always try to apply different formulae in life so that our task  is done with minimum efforts. We have this habit of finding an easier way to do our work. We try to find ways to  get the maximum of the results with the minimum of the efforts. Same goes with computers. And let me tell you, using computer without shortcuts is no fun. You need to be a keyboard  ninja, if you want to minimize your efforts while working on your computer. If you have been using Windows for a while now you will know that Windows provides a ton of cool shortcuts.  From simple shortcuts  like copying files, pasting files, quitting a window, shutting down your computer to real powerful ones. Here we will provide you some not so common Windows keyboard shortcuts for which you have been using that mouse all this while Open My...
Post a Comment
Read more

How to use the Double-tap to seek feature in Youtube?

Hasn't Youtube became one of our prime requirements these days? Anything we need to know, to learn, or to watch stuff  funny, interesting,  or important, Youtube is there for all of us. It serves you almost everything, from Politics, to Science to Podcasts and whatnot. Now it is almost impossible to look back to times when there was no youtube. It is a known fact that with the rise of Android smart phones, youtube had a lot of views from mobile phones.And to be frank it is very comfortable to use youtube from the android app version. It has a Quick Seek  feature, which helps you to move the video either direction just by double tapping on the screen (Video will move forward if the tap is on the Right Side from the centre of the screen and backward if the tap is on the leftside from the centre of the screen). This forward or backward time was by default set as 10 seconds, and users were not able to make changes to it. But  now youtube has come with a n...
Post a Comment
Read more