{"id":2417,"date":"2019-12-09T00:00:00","date_gmt":"2019-12-09T00:00:00","guid":{"rendered":"http:\/\/local.events.com\/how-to-write-a-professional-email-in-english-5-tips\/"},"modified":"2021-04-07T16:53:25","modified_gmt":"2021-04-07T23:53:25","slug":"how-to-write-a-professional-email-in-english-5-tips","status":"publish","type":"post","link":"https:\/\/magoosh.com\/english-speaking\/how-to-write-a-professional-email-in-english-5-tips\/","title":{"rendered":"How to Write a Professional Email in English (5 Tips)"},"content":{"rendered":"
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Learning how to write an email professionally<\/strong> is the first step to adopting proper English business etiquette. Congratulations for making it this far!<\/p>\n

But now it\u2019s time to work on assignments from your boss, and I imagine you may have to write a few work-related emails. Fear not. With these five tips, you\u2019ll know how to write a professional email that effectively communicates your needs with coworkers and clients.<\/p>\n<\/div>\n<\/div>\n

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1. Know The Purpose of the Email<\/h2>\n

Every time you sit down to write a business email, ask yourself, \u201cWhat is the purpose of this email?\u201d If you\u2019re not clear about your purpose, then your client or co-worker won\u2019t be clear either. This is the most important aspect of how to write a professional email!<\/p>\n

Many companies (especially American) operate on the belief that time equals money<\/em>, so it\u2019s important to not<\/em><\/strong> force others to use valuable time to read text that has no purpose.<\/p>\n

When composing a professional email, know what you want to write, and be sure that every sentence supports that purpose.<\/p>\n

For example, suppose you\u2019re writing an email to your boss, asking him or her to review a document you intend to send to a client. In that situation, be sure the email contains:<\/p>\n

    \n
  1. Some details explaining what is in the document<\/em><\/li>\n
  2. Why you need the document reviewed<\/em><\/li>\n
  3. Describe the type of feedback you would like from your boss<\/em><\/li>\n
  4. When you need a response<\/em><\/li>\n<\/ol>\n

    Staying within the purpose of your email helps a reader clearly understand what you\u2019re saying. Also, clarity is always appreciated in a professional setting.<\/p>\n

    Here is an example of an internal email from a real estate agency:<\/p>\n

    Dear Marshall,<\/em><\/p>\n

    \u00a0<\/em><\/p>\n

    I have attached the final draft of the contract for the sale of the apartment on 123 Main Street.<\/em><\/p>\n

    Would you please review the section regarding the closing agreements? I need to know if the language matches the requests of the seller.<\/em><\/p>\n

    We\u2019re meeting with the buyers on Tuesday morning, so if you would let me know by Monday afternoon, that would be appreciated.<\/em><\/p>\n

    Thank you,<\/em><\/p>\n

    Lilly<\/em><\/p>\n

    \u00a0<\/em><\/p>\n

    2. Be Mindful of the Recipient<\/h2>\n

    Another question to ask yourself before composing a work-related email is, \u201cWho is the recipient of the email?\u201d Every email you write will have words and phrases that should be appropriate for the person receiving the email.<\/p>\n

    If you\u2019re writing an email to a new client who you\u2019ve never done business with or even met, then it wouldn\u2019t be appropriate to include jokes and informal language in the email. However, if you\u2019re writing an email to a coworker whom you have developed a friendship, you may use language that is informal and a much friendlier tone.<\/p>\n

    When responding to a professional email you\u2019ve received, the question of the tone of the email becomes much easier to answer. Simply match the tone<\/a> of the email that you received. This is a great rule to follow in a professional setting.<\/p>\n

    Here is an example of a professional email and a follow-up email that matches the tone of the previous email:<\/p>\n

    Subject: Catalog Review Next Week<\/em><\/p>\n

    Hello Kristen,<\/em><\/p>\n

    Thank you for leaving your card at the workshop last weekend. Do you have any time on your calendar next week to meet for coffee to discuss your catalog?<\/em><\/p>\n

    Let me know when you have a moment.<\/em><\/p>\n

    Thank you,<\/em><\/p>\n

    Harry<\/em><\/p>\n

    \u00a0<\/em><\/p>\n

    Re:Catalog Review Next Week<\/em><\/p>\n

    Hi Harry,<\/em><\/p>\n

    Thank you for contacting me. I have time to sit down for 30 minutes on Thursday. Can you meet me at the Starbucks on Main and 5th?<\/em><\/p>\n

    I look forward to reviewing our catalog and pricing with you, and thank you for considering doing business with our company.<\/em><\/p>\n

    Sincerely,<\/em><\/p>\n

    Kristen<\/em><\/p>\n

    Notice how Kristen uses the same tone (courteous and sincere) as Harry. The message is concise and only related to the topic discussed. Kristen knows how to write a professional email response in terms of tone, and so can you! If you have questions on matching tone, you can refer to our previous blog post on how to write a professional email<\/a>. That article discusses the topic in detail.<\/p>\n

    3. How to Write a Professional Email That\u2019s Short and Concise!<\/h2>\n

    As we discussed earlier, time equals money<\/em> for many Americans, so it\u2019s important to make sure that your email is concise (giving a lot of information clearly and in a few words<\/em>) and fulfills the purpose of your email. This is where knowing your purpose becomes very important. When you have a clear understanding of your purpose, you won\u2019t be tempted to go off subject while writing an email.<\/p>\n

    Talking about many different subjects in one email can confuse a reader, and it can cause you to make more mistakes with grammar and structure.<\/p>\n

    Be sure to leave out information that isn\u2019t important or isn\u2019t related to the purpose of your email and try not to use too many filler<\/em> words<\/em> (Here is a great infographic<\/a> that gives a list of common English filler words<\/em>). This will make your email shorter and pleasant for your reader.<\/p>\n

    Note: If the purpose of your email is regarding a subject that requires a longer discussion, it may be best to communicate what you have to say differently. Sometimes, it\u2019s better to switch to a professional email that requests a meeting rather than sending a long email.<\/p>\n

    For example:<\/p>\n

    John,<\/em><\/p>\n

    This past weekend, one of our employees was involved in an altercation with a customer, and I would like to sit down and discuss what happened when you have time this week.<\/em><\/p>\n

    Please let me know when you have a moment.<\/em><\/p>\n

    Thank you,<\/em><\/p>\n

    Bella<\/em><\/p>\n

    Now you\u2019re learning the way to write a work-related email in a nice, straightforward style. But we\u2019re not done yet! Read on for two more great tips!<\/p>\n

    4. Use a Closing Line<\/h2>\n

    At the end of every professional email, it\u2019s important to set up whatever action you want to happen next and conclude the email with a clear ending sentence.<\/p>\n

    It\u2019s a great way to let the reader know that the email is finished, and it\u2019s an opportunity to reinforce information that you wanted to give the reader. You can also use the sentence as an opportunity to generate a positive working relationship.<\/p>\n

    For example: I look forward to our meeting next week, and have a good weekend.<\/em><\/p>\n

    This is a sentence that clearly closes an email, confirms a meeting that will happen next week, and sends well wishes for a good weekend.<\/p>\n

    Another example: Please review the document and let me know what you think.<\/em><\/p>\n

    This closing line summarizes the content of the email, which was a request to review a document and requires action from the recipient.<\/p>\n

    Last example: Thank you for your consideration. I hope we may do business at a future date.<\/em><\/p>\n

    Sometimes potential clients aren\u2019t ready to conduct business with you at the moment. This closing is a good way to thank someone for their time, and leave the door open for a future correspondence.<\/p>\n

    5. Proofread the Email<\/h2>\n

    Anytime you intend to send an email, be sure to proofread it. Check for errors in spelling and grammar. Also take a moment to be sure you\u2019ve included all the necessary information needed to fulfill the purpose of the email.<\/p>\n

    Fortunately, we live in the computer age where there are many tools out there that can help you correct common errors and mistakes (see below<\/em>), but don\u2019t rely only on computer programs to correct all of your errors. These programs can sometimes make you sound like a robot and less personable.<\/strong> (If you are personable, you have a pleasant appearance and manner.<\/em>)<\/p>\n

    If the email is very important, it may be good to ask a coworker you trust to read over the email before you send it, just to be sure that everything is correct. You hopefully won\u2019t have to re-read over things too much, as your email should be concise, short, and to the point. But it\u2019s always good to take a little time to make sure everything is correct before sending.<\/p>\n

    Lastly, be sure you\u2019ve attached the appropriate files or images to the email, and always confirm that any requests you made in the email are clear and easy to understand.<\/p>\n

    Web tools for correcting grammar and typos:<\/em><\/p>\n

    Grammarly<\/a><\/p>\n

    Grammar Check<\/a><\/p>\n

    Grammar.com<\/a><\/p>\n

    Scribens<\/a><\/p>\n

    ProWritingAid<\/a><\/p>\n

    Final Thoughts on How to Write a Professional Email<\/h2>\n

    You know who else struggles with how to write a professional email?<\/em> Many of your co-workers, and possibly your boss!<\/strong> This is a common problem faced by many workers, but it is a challenge that can be overcome. Learn these skills, and you will really shine among your peers!<\/p>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

    Learning how to write an email professionally is the first step to adopting proper English business etiquette. Congratulations for making it this far!<\/p>\n","protected":false},"author":422,"featured_media":3550,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[2],"tags":[],"class_list":["post-2417","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-english"],"acf":[],"yoast_head":"\nHow to Write a Professional Email in English (5 Tips)<\/title>\n<meta name=\"description\" content=\"Learning how to write an email professionally is the first step to adopting proper English business etiquette. 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