Email etiquette refers to using appropriate language, conventions and formality in an email. Business emails usually demand formal language and strict adherence to proper grammar and spelling.
One thing your email should do is deliver a clear, concise message to the recipient. Readers shouldn’t have to guess why they are receiving an email from you because the language should make it obvious. Use the fewest words feasible and keep the language straightforward.
A professional email is formatted similarly to a formal business letter, with paragraph breaks and no spelling or grammar mistakes.
Keep your email succinct and to the point; don’t confuse length with quality. Keep your sentences short and simple. Make it easy for the receiver to rapidly scan your email to determine the urgency and purpose of your communication.
Like you would with any other form of communication, proofread it. Consider reading the email out loud if you’re really worried about errors. Typos and grammar mistakes are much easier to spot when being read aloud rather than when reading over a screen.
The first step to your professional email is writing a simple and clear subject line.
Next, always start your emails with a salutation, such as “Dear Lillian,”. Alternative salutations to Dear are “Hello,” or “Greetings,”. Use the reader’s family name if your relationship with them is official (for instance, “Dear Mrs Price”). Simply say “Hi Kelly” if the relationship is more informal. You should say “To whom it may concern” or “Dear Sir/Madam” if you don’t know the recipient’s name.
It’s appropriate to thank your reader once more and include some formal closing notes before you send your email. You may begin by saying “Thank you for your time and cooperation.” or “Thank you for your consideration,” and then say, “I look forward to hearing from you” and “If you have any questions or concerns, don’t hesitate to let me know.”
The next step is to add a suitable closing that includes your name. “Thank you,” “Sincerely,” and “Best regards” are all appropriate business phrases. Unless you are close friends with the reader, stay away from closings like “Best wishes” or “Cheers.” Finally, give your email one last inspection and spell check before pressing the send button. Good luck!
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