How to Write Professional Emails

In the past 20 years, Email has become increasingly prevalent in businesses and schools. Although they have many uses like messaging friends and staying in touch with family members, the kinds of emails you write for school or business should be completely different. These kinds of emails are called professional emails. 

In this article, I am going to give some pointers on how to go about writing a professional email so that you know how to write them too.

What are the Differences Between Professional vs Unprofessional Emails?

To start we should go over the difference between professional and unprofessional emails. An example of an unprofessional email would be one sent to a friend. You may use slang or abbreviated words like ‘whats up’, ‘brb’/ and ‘wyd’ You may also not spend any time correctly spelling and grammatical errors in the email.

When writing a professional email you will most likely be writing to a professor, client, or potential employer, so you want to avoid slang and abbreviated words.  You will also want to review and fix grammatical errors so that you present your email in a professional way.

Is the Content Appropriate for Email?

First, you should decide if the content you are wanting to write is better communicated in a different way like in person or a voice call. Messages that are appropriate for emails is content that delivers a message that can be written in a way that the reader can comprehend.

An example of what not to communicate through email is any information that may need emotion or context.  An example would be if you had to fire an employee or client, it would be more appropriate to have a phone call.  Other sensitive information that shouldn’t be shared are passwords and financial information.

Be Concise in Your Message

Most business communication experts say that one of the most important components of conveying a message effectively is clarity.  A good way to make sure your message is clear and easy to understand is to be concise in your wording.

 For professional communication through email, it is best to keep your message to the bare minimum of information needed. If you add more than necessary or ramble on a bit the message can be lost on the reader and confusing.

Using Online Tools To Help

Technology has made great advances to further our writing skills.  There are many plug-in software that can aid in writing content and emails.  Grammarly is a great tool that can read any content on your desktop and from any email program, you may use.  Gmail is one of the more widely used email programs and works really well with not only Grammarly, but it also has its own light version of spelling and grammar software.

Leave a Reply