As I am now back to writing, I hope to add a little more to what I used to do. Initially, we read inspiration stories from Monday to Thursday and then had verses of short stories on Fridays.
With the come back, I hope to include within my write-ups a portion on personal development. This will be done on Tuesdays and Thursdays with the rest still having their usual days. I hope to upload new write-ups each day latest by noon. I pray God’s grace abounds for us to keep writing till…
Anyways, let’s dive into today’s bit: How to write a professional email.
It is of utmost importance, that in writing an email, no matter how acquainted you are with the person, keep your email as tailored and straight forward as possible.
This write-up assumes three instances that:
- You are writing the email with the person having no knowledge that you exist.
- You have spoken to the person on prior to you writing the email.
- You are replying an email sent to you.
Let’s kick start with the first scenario. In writing an email to someone who have no idea of your existence [it could be that, you are informing the person of products and services you can offer or applying for a job], it is of grave importance to include in your introduction who you are. It is must be in the simplest of comprehensible English that gives the detail of who you are, and what you do. This must be in the opening paragraphs of your email.
Next will be to inform the person of why you are writing and what you seek to offer. After this, you should have prepared, a simple conclusion that summarises what you have said and stating how glad you will be for a response. Then, you sign off with a neat signature that states your name, position, place of work, address and phone number. Some argue that, we should try to avoid using quotes to end our signatures as we are likely to quote out of context or quote a personality with questionable character without our knowledge.
See sample below.
Furthermore, on point number two, if you have had prior contact with the one you are writing to, your opening lines must remind the person of who you are and the conversation you had and go directly to the subject matter of why you are writing. You then conclude the same way as you do with point number one.
With regards to replying emails, should you not have an immediate response to what the sender is asking, it is best you revert acknowledging receipt and making him aware you will revert with further information as and when you have it. Also, should you not be the intended recipient of the mail you are replying, you can revert to the sender acknowledging receipt with the supposed intended recipient in copy. Another option will be to forward the mail you have ‘wrongly’ received to the intended recipient, with the sender in copy. This applies if the email you received does not direct that you ignore if you are not the intended recipient [This is usual for mails that are confidential]. Also, be careful when using ‘Reply All’ as the mail you are sending may not be relevant to all.
On other tips of writing professional emails, try your best possible to ignore using capital letters in sentences. It is deemed as a strong use of language. Also, try not to use different font colours in your email. Keep it simple and plain. It is acceptable, however, to use different font colours, when you are providing comments on an email earlier sent that requires your response to various bullets. Furthermore, only copy relevant people when writing an email and not just everybody. This makes others not receive ‘unnecessary’ emails in their inbox. Moreover, should you require someone’s response who happen not be in a long threaded email, make sure you highlight the portion of the email that requires his response, or better, inform the person what is needed than to make him/her read all threads in the email which may not be relevant.
Remember that, writing of professional emails has nothing to do with asking how the person’s family, work and personal life is doing so skip those aspects as they are merely rhetoric and time-wasting – in other words, unnecessary.
And before you click on send, make sure you have perused your email for any errors and oversight and check again to make sure your recipient is the intended destination.
Hope we all had something to improve on email writing today? Please feel free to share other tips if you have it as well.
My name is Kotey and every day is a school day.