Menu Menu

Writing Professional Emails: Strategies from the Experts

Writing Professional Emails: Strategies from the Experts photo

Publication Date: | Categories: Blog

If you are a college student who learns how to juggle social life and studies, you may understand the need to write professional emails to improve your chances of landing a job or an invitation to an office that you have been applying to for a long time. There are so many people, facing challenges that demand them to write emails, that it is no wonder there have been strategies developed to complete the process and apply for the occupation of a dream.

Whether we are talking about students who decide it is time to contact their lecturers about the assignment or postgraduates in search of a training course, the struggle to compose the right email is familiar to all categories. The etiquette demands that we follow a set of guidelines, developed to make the interaction effective. You will be thrilled to learn more about the tactic, increasing your chances to get positive feedback. Study the tips from EssayThings team and create a draft that will impress the recipient.

Drafting an Email for the First Time

Here is the list of suggestions you can follow if you decide to create an email that makes a difference:

1. Start with a subject

It is important to fill in the subject line as soon as you start crafting an email. The subject needs to be kept brief. However, there are strict rules against confusing themes or topics that cannot be comprehended by the recipient. Give them the idea of what to expect from your email. There is no need to write down every detail, but the short description is necessary for better understanding.

2. Write a salutation

Dear Mr. / Miss / Mrs. are standard salutations that are commonly considered as courteous when starting formal correspondence. Although the rules may change during the informal interaction, it is better to stick to the instruction as soon as you begin conducting an official document. The proper salutation will show the recipient that you mean business and address the issue correctly. If there are no specifications as to the name of the recipient, apply neutral form such “Sir / Madam”.

3. Stay polite

When writing a professional email for the first time, keep in mind that staying courteous and setting a positive tone for the discussion works wonders. You have the right to omit the formal pleasantries such as “I hope that you are doing well” or “Looking forward to hearing from you”, but it is generally accepted that the business tone can be combined with a few warm notes. Tailoring the email according to the demands is a rule of thumb, but maintaining a friendly atmosphere is something that can’t be ignored.

4. Keep it brief

If you wish to be identified by the recipient who gets similar emails every single day, it is better to state your name and purpose right from the start. It is especially effective for students, who are trying to communicate with the lecturer by setting a polite tone. The same applies to the employment process since the headhunters are usually spending several minutes on each email and do not want to study correspondence that has excessive details and takes up too much space. Get straight to the point and do not hesitate to mention the purpose of writing.

5. Include signature

To show you are a professional that knows their way around writing emails, it is necessary to sign off with a correct signature that includes the standard phrases such as “Regards”, “Yours sincerely”, and other forms of complimentary close that seems courteous. Do not forget to add your full name and contact number to the email so that the recipient knows how to get in touch if they wish to reply immediately.

6. Proofread the text

The attention to detail shows that you are truly accountable for what you are writing and wish to make an impression on the recipient. This is a common rule that can be attributed to all types of professional emails written on a daily basis: proofread the information and make sure that you have attached the extra files to the document. Also, check the contact information of the recipient in case you are interacting with them for the first time. The experts say that it won’t take you long to edit, but giving the correspondence a good look will guarantee that the interaction is going to be successful.