How to write a perfect professional email in English in 5 steps?

 

How to write a perfect professional email in 5 steps?

It cannot be overstated that for most of us, email is a common form of business communication for businesses. So it is important to write it correctly. Although emails are usually not as formal as letters, they should still be professional to present a good image of you and your company.

How to Write a Formal Email?

Follow these five simple steps to ensure your English emails are completely professional.

1. Start with a greeting

2. Thank the recipient

3. State your purpose

4. Add your closing comments

5. End with termination

1. Start with a greeting

Always write your email with a salutation like “Dear —–”. If your relationship with the reader is formal, use their family name (eg “Dear Mrs. —–”). If the relationship is more casual, you can simply say “Hi —-”. If you do not know the name of the person you are writing to, use: “This may concern anyone” or address “Dear Sir/Madam”.

2. Thank the recipient

If you are responding to a client’s inquiry, you should start with a thank you line. For example, if someone has a question about your company, you might say, “Thank you for contacting ABC Company.” If someone has replied to your emails, be sure to say “Thanks for your prompt reply” or “Thanks for contacting me”. Thanking the reader will put him or her at ease. And it makes you look more polite.

3. State your purpose

If you are starting an email communication, start by stating your purpose. For example, “I am writing to inquire about …” or “I am writing in reference to …” Be clear about your purpose in the email beforehand. And then move to the main subject of your email. Remember, people want to read emails quickly. So keep your sentences short and clear. Remember that you are presenting a professional image of yourself and your company as you also need to pay careful attention to grammar, spelling and punctuation.

4. Add your closing comments

Before you send an email, it’s polite to thank your reader again and add some polite closing notes. You can start with “Thank you for your patience and cooperation” or “Thank you for your consideration” and then use words like “If you have any questions or concerns, feel free to let me know” and “I look forward to hearing from you”.

5. End with termination

The last step is to add a suitable ending with your name. Appropriate words like “Congratulations”, “Sincerely” and “Thank you” convey that you are professional. (“Best regards”, “Sincerely”, and “Thank you”) Do not write letter closings such as “Best wishes” or “Cheers” unless you are good friends with the reader. Use such words only if you are good friends. Finally, before you hit the send button, double-check your email to make sure it’s really perfect and correct any spelling mistakes.