How to Write a Professional Email (Step by Step)

How to Write a Professional Email in 6 Easy Steps: In the business world as well as in everyday life, email is among the most popular methods of communication. No matter what your position is or what industry you work in, you will probably use email in some capacity due to the speed and efficiency it provides. There are several scenarios in which you might find it necessary to write professional emails. It’s possible, for instance, that you’ll need to provide a summary of a key meeting, exchange information, or pass along an important update.

The recipient of an email that has been skillfully written receives a message that is approachable, clear, brief, and actionable. It may take some time of practice to master the skill of writing an email that satisfies all of these requirements.

Take into consideration the following tips and recommendations for the most effective and professional email writing: Identify your goal, consider your audience, keep it brief and straight to the point, proofread your email, use proper etiquette, and don’t forget to follow up.

Six steps for writing professional emails

If you’re not sure how to start an email, these six steps can help you craft a professional message:

1. Identify your goal

Before you start to write an email, take a moment to think about what you want the recipient to do once they’ve finished reading it. When you’ve settled on the objective of your email, you can make sure that everything you include in your message contributes to achieving that objective. For instance, if you want the recipient to review a report that you’ve attached, you should explain to them what the report is, why you need them to look over it, what kind of feedback you’re looking for, and when the task has to be finished.

2. Consider your audience

When you write an email message, be sure your tone matches your audience. For instance, if you are emailing a business executive that you have never met before, ensure that the email is well-polished and does not contain any jokes or informalities. On the other hand, if you are corresponding via email with a coworker with whom you have a good relationship, you may choose to employ a tone that is less formal and friendlier.

3. Keep it brief and straight to the point

It’s possible that the person who will get your email won’t have much time to go through it all, so try to make the information as brief as you can without leaving out anything vital. You should make an effort to avoid touching on an excessive number of topics in a single communication because doing so might cause your message to become drawn out, difficult to read, and challenging to respond to. When editing your email, remove any information that is unrelated to the subject you are discussing. Remove unnecessary information and filler words from your sentences so that they will be brief and easy to understand.

4. Proofread your email

An email that is free of errors indicates both diligence and professionalism. Take time to check for any spelling, grammar, or syntax errors before sending an email. In addition, double-check to confirm that you have included any attachments to the message that you may have referenced. If it is an important email that will be sent to key stakeholders, you may want to ask your direct supervisor or a trusted colleague to look it through before you send it.

5. Use proper etiquette

Include a courteous greeting and a closing to sound cordial and polite. Also, show consideration for the recipient’s time. Unless it’s an emergency, you should avoid emailing a contact outside business hours or while they’re on vacation.

6. Remember to follow up

Because the majority of people receive multiple emails daily, it is possible that they will miss or forget to respond to your message. Consider sending a cordial follow-up email to the recipient if you haven’t heard back from them within two working days after you’ve sent the message.

Check out this complete guide on how to write a successful motivation letter.