How to Write Professional Emails

Emails are frequently sent in the workplace.

In today's digital world, it is common to send electronic mail, or emails, to both your colleagues and your supervisors. While you might send emails to your friends and family, the emails you send professionally often differ in formality and in content. When sending an email in the workplace it is key to maintain a level of professionalism and clarity, regardless the recipient.

Things You'll Need

• Computer
• Email account

Instructions

1. Decide who should be included in the email. Include anyone who may be involved in the project or benefit from the information in the email.

2. Write the subject line. This should be informative and direct, as it is the first thing the recipients will see when sorting through their inbox. To be clear, the subject line should call to attention the main issue in the email.

3. Attach all necessary documents for the email.

4. Include a short greeting to the recipients. If one or two recipients are included, address them directly. For instance, "Hello Mr. Green and Mr. Brown." If you are on first-name basis with the recipient, use their first names instead. If there are more than two recipients, say "Hello" or "Greetings." Addressing each recipient will take up too much of the email.

5. Write the body of the email. It is important to be concise with the information given, starting with the most important information first. Ask yourself "What do the recipients need to know?" When writing, be appropriate. Do not include exclamation points, emoticons or unnecessary capitalization as they all come across as unprofessional.

6. Give your name and contact information for the signature of the email. This will let people know who you are and where they can reach you if they need more details.

Tips & Warnings

• Always double-check spelling and grammar, especially the spelling of names.

• When receiving a response, be prompt with your follow-up.

• Never send anything through your work email that you would not want your worst enemy to read.

• Avoid exclamation points, ellipses, question marks, bold, italics, underlines, multi-colored font, illegible font, emoticons and anything other than a dark font (black or navy) on a white background.

• Do not use all caps or all lower case letters.

References

• Jerz's Literacy Blog: Writing Effective E-Mail: Top 10 Tips; Dennis G. Jerz and Jessica Bauer
• Job Web: Resumes: E-mail Etiquette: A Quick Guide to Writing a Professional E-mail; Carrie Payne