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3 Pro Tips On How To Write A Professional Email

3 Pro Tips On How To Write A Professional Email

Writing an email to a friend or family member is super easy. But writing a professional email seems so much harder.

Why is this? It’s because you have to abide by a certain level of professionalism when writing one of these emails.

As a result, the way that you write and structure a professional email is very different from that of a more personal email. To ensure that you write the perfect professional email, here are 3 simple tips.

1. Use An Appropriate Address And Sign Off

Starting an email with “hey” is not a good way to make a good first impression. This is because it is too casual for a professional setting and comes across as unprofessional.

Instead, you will want to opt for a more courteous address. Though “dear” may seem a little formal, it can be a wonderful way of addressing the recipient.

Moreover, you can go for something as simple as “hello.”

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Alternatively, you can opt for more time-related addresses, such as “good morning.”

It’s always a good idea to end your email with a nice sign-off.

This is because it is the last part of the email. If you wish to have a strong lasting impression, a solid sign-off is an amazing approach to take.

The right sign-off can depend on the situation. On the other hand, some of the best sign-offs are appropriate in a variety of circumstances. This includes “thank you”, “best wishes”, and “yours sincerely.”

2. Don’t Waffle

In professional settings, such as a job, most people won’t have the time to read lengthy and convoluted emails. As a result, you will want to keep your email as concise and to-the-point as possible.

If there is any waffle in your professional email, it’s best to cut it out before you send it. Editing an email can take just a few minutes but it can benefit you massively.

When you write an email, you should focus on the point that you are trying to make. Any sentences or paragraphs that don’t contribute to your message should be removed.

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This is because they can detract from your message and result in it becoming lost.

Furthermore, you should remove any unnecessary words or phrases as they can hinder the flow of your writing.

3. Include A Subject Line

When sending a professional email, it’s advised that you include a subject line. It’s a super simple method of ensuring that you get your message across.

In professional settings, people can receive hundreds of emails every day. By including a subject line, you can grab your recipient’s attention.

Often, emails with subject lines are more likely to be read than those without a subject.

However, writing a suitable subject line is something of an art.

Ensure that your subject is not too long, as this can discourage recipients. Instead, aim to write a subject line that is under 50 characters.

You should also write a subject line that is not only appropriate to the contents of the email but also that one that is able to captivate and interest the audience.

After all, the recipient will not be happy if you have written an email about budget planning but have titled it something completely unrelated.

If the subject line of your professional email is gripping, you can allure the recipient and ensure that they pay close attention to the contents.

Closing Remarks

Though writing a professional email can seem a little daunting, it can actually be super simple. Once you get used to writing professionally, it will take you no time at all to write one of these emails.

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About Derek Gallimore

Derek Gallimore has been in business for 20 years, outsourcing for over eight years, and has been living in Manila (the heart of global outsourcing) since 2014. Derek is the founder and CEO of Outsource Accelerator, and is regarded as a leading expert on all things outsourcing.