How Can I Improve My Professional Email Writing Skills?

Professional email writing is a part of the workforce that can’t be avoided. It’s a crucial form of communication among teams, businesses, and so on. Emails are used by most people to send both formal and informal letters.

However, many people still struggle with using a proper email format when writing theirs. The thought of starting one is often a big lump for most people to cross. But professional email writing is not as hard as we think it is. When you know the right tips, you’ll get better at it.

To help you learn how to write a professional email, we have provided some email writing tips alongside professional email writing examples.

How to Write a Professional Email

Professional email writing is done to pass a message across teams, to connect with businesses, and for so many other reasons. Either way, your professional email must follow email writing etiquette to pass the right message across.

Here are some email writing tips to use in your next professional email:

Emphasis on Subject Headline

Learning how to start a professional email is just as important as that of the body and the end. This is to say that the way you start can determine what the rest of the body looks like. As an employee, it’s possible to receive several emails in a day and that’s why grabbing the attention of your reader in a pile of messages is important. How do you do this? With the right headline. Your subject headline is the first thing your reader sees before opening your message and it has the power to make them do that. If you’re looking to win a client or customers, you must include an attention-grabbing headline in your professional email writing. Your subject headline should be as clear as possible so the reader can understand what to expect when they open your message.

Professional Greetings

The next tip on how to write a professional email is to use professional greetings to address your reader. You should address them as you know them depending on the kind of relationship you have. Your employer’s professional greeting won’t be the same as that of your colleagues. Our point is to be as formal as possible as necessary with your opening lines. You can also add professional openings for your email.

Keep It Professional

Another tip to use in your professional email writing is to avoid making unnecessary jokes. As obvious as it sounds, many people still make the mistake of making silly jokes when writing a professional email. As the name implies, it is professional and it should stay that way. Avoid making such jokes and using words that could come off as inappropriate or offensive as well. Adding these to your emails could send the wrong message even if you never meant it that way so it’s best to stay clear of it.

Head Straight to the Point

As you might already know, no one enjoys reading long and unclear write-ups. For this reason, you should write your message clearly and make it brief. Avoid using overly long sentences that can make your email lengthy. Ensure that your email can easily be understood by your reader.

Adopt a Proper Email Format

Another tip to consider when learning how to write a professional email is to use a proper email format. A professional email format consists of a subject headline, greeting, body, conclusion, and signature. Ensure that your email follows this format.

Proofread your Message

The next email writing tip is to check it for grammatical errors and mistakes. You don’t want your reader to think you purposely misspelled a word or used a sentence wrongly. You can read it a couple of times or ask someone to help you go through it. Tools like Grammarly can also make a difference.

A Professional Email Writing Example

We have provided some tips on how to write a business email for any occasion above. Now, we’ll provide a sample of a professional email so you can have a clearer understanding of what to do in yours.

Sample #1

Subject Headline: A call for a team meeting by 12 p.m.

Hello Mr. Sam,

I hope this message meets you well.

The team leader, Mrs. Evelyn has asked me to send out this email to inform the team that we will be having a meeting by noon today.

She asked that everyone should be present as we will be addressing some crucial matters today.

The location for the meeting is the second conference room on the third floor. We would be expecting to see you there.

Have a great day.

Best Regards,
Cynthia Morgan.
Sales Strategist
WAN Co.

Professional email writing is a must-do in almost all organizations. With the right tips, you can pass your message across without any miscommunication.

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