How to Write A Professional Email

For many industries and companies, email is one of the most common forms of communication. Whether used for a quick response or a longer detailed message, email is an excellent form of communication. As such, it’s important that it looks professional.

Since this method of communication is used so often, there is a lot of room for error, which can negatively impact yourself and your business.

Here are a few key tips to remember when writing and sending emails that could save you a ton of grief.

5 Email Etiquette Tips

  1. Proofreading

While many email servers offer editing services, they may not catch the wrong word if it’s spelled correctly; if you write “ant” but mean “and” the editor may not catch it. While this may seem like a simple mistake, and the email recipient will likely know what you are trying to convey, it can make you look less professional.

  1. Take the time to read and then re-read your email

On occasion, you may want to ask a trusted colleague to proofread an email for you to catch anything you missed. This is especially important if you’re trying to convey a message that is potentially confusing or of a sensitive nature. Don’t lose credibility over a silly error!

  1. Keep It Brief

As we mentioned above, email is commonly used in businesses across all industries; people can receive dozens of emails each day. Get to the point quickly in your message so your recipient is more likely to provide a timely and efficient response. If needed, you can always pick up the phone or arrange a time to meet to review the points of your email together.

  1. Consider Your Subject Line

The subject line is one of the most important parts of your email. Does it represent your email accurately? Will it encourage the recipient to open your email? If they wanted to search for your email a week after receiving it, will they be able to remember the subject line? Make sure your subject line is clear and descriptive about what you need or are trying to convey; and remember, it is the first thing they’ll see!

  1. Remember Email Can Last Forever

Regardless of whom you’re emailing, remember that what you send can potentially be shared for anyone to see. Don’t be unprofessional or treat the recipient poorly; they can always take a screenshot of the message and share it with your supervisor, potential clients or publicly on social media. This can negatively impact your job as well as your  company.

When writing an email, take the time to proofread your work, keep it brief, use an effective subject line and remember that what you write can live on. Are you interested in more workplace tips?

For more recommendations on working from home, check out these additional articles on our blog today!

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