How to Keep an Email Professional

With more and more companies relying on email as the main (and often sole) form of correspondence with clients, it is important that all emails are professional and reflect positively on the company. People tend to think of email as a more casual venue for conversation and are therefore more likely to abandon the rules of effective letter writing. Instead, think of your email as a professional letter--and impress clients and colleagues alike with your polished eloquence.

Instructions

Difficulty: Easy

Things You’ll Need:

• Automatic email signature (optional)

1. Begin the email by addressing the person by name in all cases. Use of the recipient's name conveys respect and sincerity. If you are unable to address the email with a name, use "Sir or Madam." Titles (Mr., Mrs., Miss, Ms. or Dr.) are important in professional correspondence. Use Ms. when you are unsure how a female recipient prefers to be addressed--whether you know her to be married or not.
2. Include an introductory paragraph that expresses your reason for contacting the recipient. Do not be vague. You should clearly state the function of the email. This is also a good place to introduce yourself to the reader if necessary.
3. Separate the body of the message from the introductory paragraph with a space. The body of the email should contain one to two paragraphs. It should be clear and concise, so avoid rambling.
4. Keep your remarks professional and positive. Do not send an email if you are writing in anger. Email is an instant form of communication, and you will be unable to retract your comments. Take a 30-minute break and review the content before sending it.
5. Keep your email professional by avoiding personal comments. Email messages can seem to last forever, and the content is usually read by people other than your intended recipient since messages are easy to forward and share with others. A general rule of thumb is to avoid stating anything in an email that you would not want printed in a newspaper.
6. Close the email with a final paragraph that reemphasizes your reason for the communication. For example, this is a good place to restate a word of thanks or provide another reference to a job you are seeking. This also affords you an opportunity to thank the reader for his time and express a desire for future contact.
7. Skip two lines and include a closing remark. To keep things simple, follow the rules of letter writing when closing an email: If you do not know the name of the person you are addressing, close with "Yours Faithfully." If you know the reader's name, use "Yours Sincerely." If the recipient if a good friend, make it personal by closing with "Best Wishes." Always follow the remark with a comma.
8. Skip two spaces in the body of the email and type your name. A general rule is to use your first and last names for professional emails.
9. Add your title and company's name just below your name if you are representing an organization. It is also a good idea to include your company's URL as well as your contact information. Emails do not contain the contact information presented on letterhead, so make sure you include it in each email message.

Tips & Warnings

• Set up a standard signature in your email account that automatically inserts your name and contact information into the body of every email. This will save you time and ensure that you are sending the appropriate information with each sent message.
• Keep your emails reader-friendly by proofing them carefully for typos and grammatical errors.
• Avoid chat abbreviations in professional emails. "LOL" for "laugh out loud" and "ASAP" for "as soon as possible" are fine when texting friends but should not be used when corresponding with a colleague or important client.