How to Write Email in Professional Way

Table of Contents

How to Write Email in Proper Way

What is E-mail:

Email (electronic mail) has become a vital part of our public and private lives. It is difficult to imagine corporate or private communication without e-mail. However, there are certain ground rules that need to be followed if this mode of speedy and effective communication gets productive results and provides proper presentation.

How E-mail should be maintained:

Speed is the essence of e-mail. It is normal that the sender expects a prompt, immediate reply to his message or query. Therefore, it is good manners to respond to an e-mail within a day. But in order to do so, the mailbox needs to be managed efficiently. Junk mail, unimportant mail, unwanted attachments should be cleared on a daily basis so that important mails stand out. It is also a good idea to store important mailing addresses for future use. Unknown and suspicious messages and attachments are best deleted unread.

What should be the language of E-mail:

The language of e-mail should be crisp, businesslike, but not rude and abrupt. Since this is a speedy and comparatively effortless mode of communication, there is certain privilege regarding spelling and grammatical errors.

But it makes sense to check spelling and grammatical errors before sending the mail to a person or group if it is a business related correspondence. If necessary, compose your mail in a word processing package (like Microsoft Word or Wordperfect) so that mistakes are highlighted and then paste it into your out box. In case of confidential mail, check the address before sending it to the recipient. Don’t bother your recipients with unwanted and unwelcome attachments and junk mail. In case you wish to share any web link, you should first seek permission of the recipient.

Abbreviations used in email:

In e-mail, simple and wide accepted abbreviations may be used. The followings are the some examples:

Abbreviations	What it means
RGDS	regards
ASAP	as soon as possible
ADN	any day now
NLT	no later than
THX	thanks
WEF	with effect from
WRT	with regard to
F2F	face to face
FYI	for your information
MSGS	messages
TMRW	tomorrow
FAQ	frequently asked questions

These abbreviations are now accepted worldwide and therefore it is not difficult to understand them. The same goes for simple emotions.

How to Write Email of Different Types:

E-mail of emotion:

If you are incensed or angered by a mail, do not respond immediately. Save your mail for at least 24 hours by which time your anger may abate. If after 24 hours, you still feel that the message requires response, then you can compose a suitable message and send it. It can reflect your anger, but it should be worded carefully and point out the reasons for your anger. It should not be an irrational and emotional response.

An impulsive or abusive e-mail can easily destroy a long-standing, mutually beneficial relationship. Often silence can be an effective weapon to deal with nasty, abusive mail. The ‘urgent’ label should be used with discretion in the case of e-mail. It is always a good idea to block nasty or unwanted mail sources.

E-mail of Courtesy:

If the sender has requested your comments on a particularly lengthy attachment, send back an acknowledgement immediately as the attachment may require your prolonged attention. Give time or date by which time you will be able to respond and stick to your own deadline. It is a good manner to respond to an e-mail within a day.

E-mail of Presentation:

It is customary to begin with a salutation. This may be similar to something you would use in a business letter, such as Dear Mr./Mrs.. However, because an e-mail is sent directly to the person, some people also use less formal beginnings, such as Hello or Hope you are well if there is also a personal acquaintance with person.

Endings too may be formal, such as Your Sincerely... It could also end Hope to hear from you soon.

Confirming Conversations:

E-mail and business letters are often used to list agreements between organisations or persons from business which have been decided in face-to-face conversations or in phone conversations. In such cases, it is usual to begin the mail with a phrase such as:

This e-mail is to note that in our phone conversation on the afternoon of 30th November, 2021, the following issues were discussed and resolved as follows……This is a good and polite way of confirming and recording verbal decisions and discussions. If the other person has misunderstood, or has not agreed with any point, then he or she can object and point out the places of non-agreement and sort out the issues immediately. This is much better than a misunderstanding that may jeopardize the entire professional relationship.

Using Electronic Signature in email:

There is an option for attaching your signature to an e-mail. This usually adds your official position to the end of each mail. This is often used by people in business related mail.

Using Separate Accounts in email:

Some people prefer to use different accounts for personal and business purposes. Often corporate businesses or institutions have e-mail addresses for all members of their organizations. This often adds a business-like note to the mail.

Different Parts of Email

Email Part	What it means	Examples
Subject	A short line that tells what the email is about	Application for the post of marketing Executive
Greeting	A polite way to start the email	Dear Mr. Paul Hello Director
First line	A friendly opening and the reason for writing	Hope you’re doing well….. Just following up on….. I want to share an update regarding…… I appreciate your time and want to ask about…
Main message	The key point of your email, keep it simple, clear	Can we schedule a meeting to review updates? I have attached all necessary documents for your feedback.
Closing line	A polite way to end before singing off	Looking forward to your reply. Thanks for your time. Please let me know if you need any more details. I appreciate your help and look forward to working together.
Sign-off	A short phrase before your name	Best regards, Thanks,
Your details	Your name, job, contact info	Nickolas Paul Project Manager, ABC Company

How to Send Email:

Here are the simple steps to send an email using a common email service like Gmail, Outlook, Yahoo:

Open your email application or website like gmail.com, outlook.com or yahoo.com
Log into your account by entering your email address and password
Click on “Compose” or “New Mail”, then a new blank email form will appear.
Enter the recipient’s address (the address of the person you’re sending the message) in the “To” field.
Add a subject matter in brief in the “Subject” field.
Write your message in the large blank area under the subject.
Add attachments by clicking the paperclip icon or “attach Files” button to upload documents, images, or other files.
Once you feel everything is ready, click the “Send” button.

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