Professional Email Writing Tips and Examples

Living in an age of technological advancement and virtual connection, letter writing has seemingly taken a step back for emails to become one of the most efficient mediums for professional business communication. It allows us to connect with different internal and external entities of a corporation through the use of the internet. However, emails are considered to be valid documents as well. Whatever you write may be printed or saved for future reference or proof, deeming every word in its content to be valuable material. Because of this factor, it’s important to stay cautious with your choice of words when sending a particular message to a recipient.

How to Enhance Your Email Writing Skills

Because email writing is a non-verbal form of communication, there’s always a possibility that the receiver may misinterpret your message due to the use of complex terms or complicated sentence structures. So if you decide to use sarcastic expressions in your message, there’s a huge chance your recipient would misconceive your point. Knowing this, one must learn to write with courtesy and professionalism when necessary. The receiver will likely take your email more seriously if you write with class as well.

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To refine your email writing skills, here are some important tips to follow:

1. Simplify Sentences.

As much as you want to be seen as a respected individual, using one too many technical terms or long words isn’t going to do you any good. This will only confuse the receiver with the central message you wish to get across. While there’s no harm in using complex or compound-complex sentences, you need to ensure that they may easily be understood. You may also see email examples in pdf

It’s common for people to write sentences as if they’re speaking verbally. This can be a challenge for readers, especially when the proper use of periods and commas is not observed. A popular rule that you can adapt to is to keep your message short and simple to avoid any form of miscommunication. You may also like invitation email examples & samples

2. Know Your Audience.

When writing an email, always consider who the recipient is. Is it a client, a colleague, an employer, an employee or your boss? This will help you determine if the email may be informal or if it should be kept formal. Emails to colleagues or co-workers may consist of everyday words and conversational expressions, while emails to individuals whom you don’t know very well must be polished.

But to stay on the safe side of things, most business emails are written with a neutral tone to preserve a sense of professionalism. An over-friendly writing style may not be welcomed warmly by everyone.

3. Use Proper Spelling and Grammar.

Expectations are incredibly higher with writing than with speech. Given that you’re granted the opportunity to review your email before you click send, you need to be meticulous with the construction of your sentences.

Check for any spelling or grammatical errors, along with the lack of use or misuse of capital letters and punctuation. If you notice something wrong with your email, make the necessary changes immediately. Editing may seem like a chore when you’re in a hurry, but you’ll surely benefit from making that extra effort to double check your email. You may also check out application email examples & samples

4. Stay Positive.

Being positive doesn’t always mean adding words of encouragement and praise in every email. Sometimes, it’s about using positive language to lighten the mood of your narrative.

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For example, words like ‘helpful’, ‘I will do my best’, ‘agreed’, and ‘good question’ sound a million times better than the words ‘busy’, ‘failed’, ‘I can’t do it’, and ‘difficult’. Your choice of words is often a reflection of your character and outlook in life. If you don’t want people to think negatively about your attitude, then you must maintain a positive tone throughout your email. You may also see internship email examples & samples

5. Get Feedback (If Necessary).

If you’re feeling a bit uneasy or unsure with the content of your email, then don’t hesitate to ask for a second opinion. There may be words or sentences that make complete sense to us, but fail to deliver the same impression to another reader. You can never be too careful in communication, especially when this could greatly affect your image as an individual. Remember to ask a colleague or friend for an honest opinion in terms of your writing style to see if you’re message is clear enough for a reader to grasp. You can also study other email writing examples to understand the importance of using the right language.

Essential Parts of an Email

Similar to letter writing, there are different elements that make up an email that writers must keep in mind. These are as follows:

  • Subject – The subject line of an email is usually found directly below the recipient bar. Your subject must be specific and clear, where the purpose of your email is summarized briefly for the recipient to understand.
  • Body – The body of a professional email must always be kept as concise as possible. It’s important to focus on the message you wish to convey to avoid getting sidetracked. The tone of your message would depend on the position or relationship level of the recipient. If the receiver is someone of high profile, then it is good to show respect with your choice of words.
  • Email Signature – Some people choose to keep their email signature simple, but many others opt to use some design or animation to capture the attention of the recipient. Adding a professional email signature will create an impact in the mind of the receiver to help leave a good impression.

Now that we’re familiar with the basic parts of an email, you can now apply it to what you have learned about improving your email writing skills. But before we begin with the writing process, you can refer to the examples below for guidance:

Example #1

Dear Mr. Ross,

Thank you for inquiring about our new WVC turbo vacuum cleaner. A representative will contact you tomorrow to explain how our product may cater your personal needs. You may also like business email examples & samples

Thanks again for your inquiry.

Sincerely,

William Burton

Example #2 

Dear Mrs. Jones,

Attached is the Civil Engineering Mock Board Exam answer key. As I said during my announcement, the answer key is tentative so I’ll keep sending updates from time to time for clarifications. Ensure you carefully study the first two chapters since these have already been finalized. It will provide a solid base for your studies as well. You may also check out complaint email examples & samples

I hope you are doing well with your studies since the last time we have spoken. Let me know if I can be of assistance in any way possible.

Yours Truly,

Jamie Anderson

Example #3

Dear Mr. Wilkinson,

Thank you for your order of 30 personalized mugs. We will send them within the next 5 days.

Before we send them, however, we need to know the type of package you prefer. Kindly open the verification link we have sen via email to visit your order page and select your preference. Should you have any questions, call us at +2303408420. You will be attended to promptly by our customer service representative. You may also see introduction email examples & samples

Thank you again for your order. We look forward to your final instructions.

Sincerely,

Kyle Patrick

Common Email Writing Mistakes to Avoid

Though we often like to include profound words to sound knowledgeable in writing, you’d be surprised how many people still fail to construct proper sentences using conjunctions or transitional phrases. Keep in mind that composing a professional email requires a formal writing style. To ensure nothing but quality content for your email, here are a few email writing mistakes to steer clear of:

1. Using Abbreviations and Incomplete Sentences.

Although you’re sending a message across the digital universe, using ‘internet language’ in your email is highly discouraged. For instance, abbreviations such as “ICYMI” which means “in case you missed it” or “ATM” instead of “at the moment” may not be understood by all. Not only will it make you look like a lazy typist, but it can also give a receiver the wrong idea. Using incomplete sentences or phrases that will leave a reader asking why can cause problems as well.

That being said, be sure to use complete sentences (subject + verb) when creating a professional email, regardless of who your recipient may be.

2. Informal Greetings.

We sometimes forget that writing an email is a lot different from typing a text message. Using expressions such as “hey” or “how’s it going?” to greet a person isn’t advisable for professional email writing. Not only is it informal in nature, but it also portrays a level of disrespect. It shows that you aren’t acknowledging the person as a professional individual rather, as a friend or acquaintance. Instead, greeting a subject with “Dear Mr./Ms.” or “To whom it may concern” would be more suitable. You may also like client email examples & samples

3. Sheepish Introductions.

Most people dedicate a certain time of their day to open emails, but that doesn’t mean they have all day to carefully read through every message in their inbox. With this in mind, it’s always best to be clear and to-the-point with your message. There’s no point in building a sense of anticipation, so you need to stop beating around the bush with phrases like “I wanted to ask you” and “The reason for my email is that” if you want to engage readers. You may also check out announcement email examples & samples

4. Misuse of Punctuation Marks.

Comma splices, sentence fragments, and run-on sentences are common writing errors that many people overlook. The presence of such errors can often affect the meaning of a sentence, which can then be a factor for miscommunication. This is why it’s always important to understand the proper use of punctuation marks in a sentence, most especially when dealing with periods, semi-colons, and commas.

5. Casual Sign-Offs.

Like an email greeting, closing your email with a casual sign-off such as “Bye” or “Talk to you later” is extremely inappropriate when writing a professional email. This isn’t always acceptable in the corporate field, even if you’re talking to someone you have known for quite a long time. It’s important to end your email accordingly with the right closing remarks to show courtesy and consistency. You may also see marketing email examples & samples

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Regardless of the type of email you’re writing, maintaining a cordial tone through it all will help you generate favorable responses. The best way to minimize errors and mistakes is to go over your email multiple times before you push the ‘Send’ button. While writing a formal email isn’t every person’s cup of tea, it’s still an essential component in writing that every working professional must learn to do in the world of business.

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