Writing emails to your friends is no
problem, but when it comes to drafting professional emails you’re a bit
stumped. How do you start, how do you finish and what comes in the
middle of a formal business email? Let’s take a look.
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| Photography: Getty Image |
Start with a greeting
It’s
not professional enough to simply dive into the body of your email;
you’ll need to start by greeting the person you’re writing to first. If
you don’t know them, ‘Dear’ is the best way to begin; if you do know
them, a simple ‘Hi’ is fine.
If you need to thank the recipient, then do so
If
you’re responding to a question or an inquiry, then thank the person
for making contact with you. Similarly, if the person is replying to a
question of yours, thank them for their time.
Get to the point
The
key to business emails is making them as short and to the point as
possible. To accomplish this, state the reason for your email as soon as
you can, giving the reader less to skim through. They’ll appreciate not
having to wade through the endless unnecessary chatter.
No emojis
Or
slang, or obscenities, or SMS speak. Use full sentences, double-check
your spelling and grammar, and ensure your language is always formal and
respectful. Keep in mind that you’re representing the company you work
for, so the tone of your email needs to reflect this.
Sign off appropriately
A
closing sentence such as ‘Many thanks for your time’ works well, as
does a sign-off such as ‘Yours sincerely’ or ‘Kind regards’. End the
email on a polite, positive note, and ensure that if a response is
needed from the recipient, this has been clearly stated.
Check and double-check
Ensure
that you’ve included a relevant subject line, that everything has been
spelled correctly (including the recipient’s name) and that there are no
errors in the body of the email. Once you’re confident it’s as polished
as can be, hit ‘Send’, and make sure to keep a copy for your records.
Written by
Nicola Davidson
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