Writing professionals email is a daily task in most workplaces, as a matter of fact it might be one of the first exercises you will have to do during your internships. There are some easy rules to follow to when writing professional emails - here are the basics to help you become an expert in the art of email writing!
- Open and close you emails: Start your email with a welcoming “Dear XXX” or "Hi XXX” and close it with at least your name added to a polite “Kind Regards” for a more formal email or “Cheers” for an informal email.
- Don’t use slang or shortcuts: The dialect used in your emails should stay a formal language. The use of slangs or shortcuts such a “Gr8” for “Great” has to be avoided. This is not a professional way to communicate.
- Limit the use of exclamation points and emoticons:b> Punctuation matters. They exist to make your email easier to understand, but an overuse of exclamations marks and smileys make your email too emotional and unprofessional. One exclamation mark per email should be enough. In the same way capital letters should be avoided in full sentences, as it looks like you are shouting to your interlocutor.
- Keep your conversations professional: Emails using your professional email address must stay professional. If you want to chat with your colleagues about private matters, use your own email address or your phone.
- Do not write angry emails: Remember that email last forever, think twice before sending one, and if you feel frustrated, the best might be to talk in face to face, or have a chat to your supervisor about the problem.
- Keep emails short: really long emails can become messy, and might not be read until the end. If there is a lot to say, write a synopsis and close the email by a nice “Feel free to call me if you need more information”
- Use clear subjects lines: The subject line should help the person you are speaking to have a clear idea of the content of the email without having to open it.
- Read before sending: Even if English is your first language make sure you re-read your email before hitting the send button. There is nothing worse that sending an email that is riddled with grammatical errors, spelling mistakes or incomplete!
Published on by AI.