A Beginner's Guide: Writing Professional Emails

Introduction:

Nowadays, writing emails is a quintessential skill that many individuals need for daily life. There are a variety of different options for the writer to choose from: a thank you letter, a business email, or an email to a client. No matter the cause, it is insisted upon you to learn the foundations and basics of writing an email, not to stand out, but to express your thoughts clearly, formally, and appropriately. 

A Proper Greeting:

Obviously, there needs to be an introduction in your email. We can start with a simple gesture or a way to show your presence to yourself and the reader. What does this mean? Essentially, A simple greeting such as Hello -name- can clear up any informalities and assure the reader that the letter is written for them.

Here are some greetings:

• Dear -name

• Good Morning/Afternoon -name-

If names are unknown, try to use a general term:

• Hello Education Board

• Dear Officers

First Impressions:

Keep this section short; in many business scenarios, the reader or client wants the general premise of the email, and not your life story. Try to write a couple sentences:

• Who you are.

• What the email is about

• Questions(If any)

Here is an example of a potential email:

• Good afternoon, Mrs.Johnson. My name is Chris, and I am a student in your 4th-period class. And I have a couple of questions about the assignment due the following Friday.

Here is NOT what to do:

• Hey, teach, I was wondering if there are any extra credit opportunities for the upcoming assignment.

It is important to state your name and any additional information that the teacher can use to find you. In this scenario, stating the class period is necessary because professors often have hundreds of students in various class periods. Also, if the email is for an important event or chance, it is best to state your first and last name.

State Your Purpose:

After introducing yourself, clearly state the intent of the email. For example, if the email is about a job opportunity, explain how you are interested in meeting the criteria for that given job. Be very polite, and use concise questions:

• Is it possible for…

• I would love to

• Could you please

Using soft and gentle expressions can make the email feel like a choice rather than a requirement. Typically, readers are often interested in the general idea in the email, and cordially guiding them helps the analyzer take a liking to your email. Proper manners are also the benchmark; writing rude or irrational statements must immediately be taken off, especially for a job, as hiring managers can write a bad note into the system. 

Add Key Details and Organization Ideas:

Nobody likes to read sloppy work; it is difficult to keep track of and comprehend. Adding headings and branching off different sections. Do not add subtle and minute information; express your desires and a couple of major details about them. For example, writing irrelevant things about a college fair in a Math email can distract and confuse your professor about the general idea. Stay on topic and add any questions or in conformities that you would like to know.

• For question 22 in the worksheet handed out last class, I was curious about how to apply the point-slope formula after being given a pair of coordinates. Could you write back the proper method and adequate work for me to know for this course?

Simple, but adds enough details for the teacher to understand the gist of the email.

Ending:

The conclusion seems simple, but many people butcher it due to all of the information before confusing. Keep it simple, refer back to the greeting, and be polite. Make the ending professional and maintain sincerity. Here are a couple of examples

• Thank you again Mrs Johnson, I look forward to the next time we meet.

• I appreciate the follow-up on this complication

• Best Regards, your name and contact information if necessary

Sample:

Dear Hope Through English,

My name is Josh Leonard, and I am interested in volunteering in the Hope through English program. I researched the website, and I was extraordinarily impressed with the information available for people to learn and expand their knowledge about English.

I have questions about possible volunteer opportunities, as I am passionate about teaching English to new speakers and want to build upon my skills while creating new relationships with my peers. Firstly, where can I contact for information about publishing articles, as I love to write and share my thoughts? In addition, I wondered about a partnership with some of my personal work, as I believe we have similar interests. Could you please clarify any immediate information about the organization, and email me if you’re interested in a potential partnership.

Thank you for your time,

Josh Leonard

jleonard@outlook.org

Conclusion:

Emails are straightforward to write, but overthinking or going off topic are common. Half of the email is information, the other half is sincerity, gratitude, kindness, and showing respect to the receiver, because the friendlier the email, the smoother the feedback. Hope through English hopes to build professional skills as well, and skills such as writing emails and significantly improve confidence and how people approach you.