How to Write the Perfect Email Introduction
- Be specific in your subject line and get directly to the point.
- Be polite in salutation. Use “Dear” followed by their surname.
- Understand their needs. Give the recipient a reason to work with you.
- Outline how you specifically do your work.
- Close with an expectation. Show that you are looking forward to send an email for meeting them.
Ways to Introduce Yourself via Email
- Provide an intro sentence (i.e., “Dear”).
- Explain who you are. Give your full name, where you came from, and your organization.
- State how you got their email cover letter address and/or how you know the person (if applicable).
- Give your reason why you are writing the email.
Check out our email etiquette tips for job seekers for more information.
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What to Include in the Subject Line
The subject line of a professional email is the most important part. It is the first thing that the recipient would see, so providing a good and attention-getter subject line is the best practice. Here’s the information that you should include in your subject line.
- Important information. Get to the point directly.
- Position you applied and your full name. (If you’re applying for a job) Example: Content Writer – John Smith
- Your suffix. (If you have one) Example: Accounting Manager – Jane Doe, CPA
- Urgent note. Example: Please reply immediately.
- Deadline Information. Example: Please reply by EOD Friday.
How to Select a Font Style and Size for an Email Message
Before you start typing your email message font, you can select a font style and font size in the upper part of the message box, or:
- Type your email first.
- Highlight the content of your message which you want to change font style and size.
- Choose a font style from the list at the top of the message box.
- Select the font size or input in the box provided.
If you are uncertain about how your email message is going to look, you can send a copy to yourself first.
Guidelines for Writing a Professional Email Message
Whether you are sending an internship application email, marketing email or a job application email, it is important that it should be professional and formal so you would not miss an opportunity. You should always make sure that your email is well-written and organized.
Here are the guidelines for writing a professional email.
- The subject line. The subject line of your email must be written clearly, concise, specific, and to the point. Avoid long and unclear subject line.
- The salutation. The salutation or the greeting must be polite and respectful. Always address the recipient by their last name if you do not personally know them.
- The length of your email message. Make your email short as possible but don’t sacrifice important information. People tend to ignore long message so it is important that you email is direct to the point and straight forward.
- The font style and size. Avoid using fonts that are hard to read. Keep it formal email.
- Don’t use ALL CAPS. Writing your email message or subject line suggests that you are shouting. Avoid that.
- The spelling and grammar. Proofread your message to find spelling and grammar error.
- The closing. Always say “thank you” and include your name and email signature.