How to Write Email in Professional Way

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. 

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Abbreviations used in email:

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

AbbreviationsWhat it means
RGDSregards
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.

how to write email

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. 

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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 PartWhat it meansExamples
SubjectA short line that tells what the email is aboutApplication for the post of marketing Executive
GreetingA polite way to start the email Dear Mr. Paul
Hello Director
First lineA friendly opening and the reason for writingHope 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 messageThe key point of your email, keep it simple, clearCan we schedule a meeting to review updates?
I have attached all necessary documents for your feedback.
Closing lineA polite way to end before singing offLooking 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-offA short phrase before your nameBest regards,
Thanks,
Your detailsYour name, job, contact infoNickolas 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:

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

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