Professional emails have become a major part of our lives today. Every single day we get many emails coming into our inbox. Some are important and some are not. You should always make sure that you respond to all your emails as soon as possible. In this article, I will help you to understand – How to write a professional email to a company? and what are the important elements to keep in mind?
How to write a professional email to a company by making a proper format?
If you are looking to take success to the next level, the first thing you need to focus on is the format of drafting an email. The format of an email plays a vital role when you want to create an impact. You can write a friendly email any way you want but that is not the case with a professional one. The difference in a professional email is the way it is written and the choice of words. The basic format of an email includes
- A subject line that summarizes the email
- A proper opening or greeting
- A short and crisp but meaningful body
- A happy closing
- A detailed signature with details like your full name, designation, mobile number, office landline, and extension number
How to write a professional email to a company by using a proper structure?
In professional communication, the structure of the email is the key element. Even before you click the SEND button, you have to make sure that you read, edit and re-read the email so that you are sure that everything is alright. Whether it is a CC or BCC recipient, the email should contain every point that has to be conveyed. In this section, I will cover the proper structure of a professional email and its core elements.
- How to write a professional email to a company with the relevant subject
To start with the first thing that you have to pay attention to is the subject of the email. The subject is an online summarized version of the mail and hence it has to be relevant to the content. I personally write the subject line at the end so that it becomes easy for me to summarize my mail.
- How to write a professional email to a company using a proper opening
The opening is another important part that you need to keep in mind. Never use Mr. Mrs. Miss <first name> instead it should always be only the last name. If you do plan to use the first name, then you can greet them directly. For example, if you are writing a main to Mrs. Betty Smith, then you can either use
Hi Betty
Hi Mrs. Smith
The first name is often written if you know the person well and want to give it a personal touch in a professional way.
- How to write a professional email to a company by focusing on the body
The body is the main part of the email that consists of the most important information. While writing the body of the email, make sure that you cover all the important points. I personally make a list of all the points I wish to cover before drafting my email. If the email is long I generally divide it into smaller subheadings and tackle each point one by one.
- How to write a professional email to a company with a proper closing
The closing is the last thing that should be done perfectly. You can end your mail with words like Best Wishes, Sincerely, Regards, or Thanks depending on how you feel comfortable. I would also suggest that you include your signature by setting it up so that it will come in every mail that you send or respond to.
A final note
If there are attachments involved make sure that you save it properly so that people can refer to it easily. Always recheck the data before attaching it so that you know the right file is going across.
Drafting an email is not a difficult thing, however, you just have to make sure that you know what you need to cover. By following the simple tips mentioned above, you can be sure that you can never go wrong while drafting an email.
I would also recommend that once you have finished your mail, you should make sure that you check it for any typo errors, grammatical misuse, spelling mistakes, and ensure that all the points are covered.
