This articles on how to write a Professional Email Message serves as a guide when sending professional emails to important professionals via email. You will find a list of key components and some sample emails below.
Here are the Key Components of a Professional Email
1. Subject
a. You should always include a subject when sending an email.
The subject should be relevant to the question or information you need.
2. Greeting
a. It is important to open your email with a greeting. Here are some examples:
i. "Dear Bob"
ii. "Hi Mrs. John"
ii. "Hello Dr. Mariam"
iv. "To Whom It May Concern"- if you are contacting a company, not an individual
3. State Your Purpose
a. It is important that you make your purpose or question clear and always give the reader all the information they will need to help answer your question. You can state the purpose statement with;
i. "am writing in reference to"
ii. "1am looking for help with"
iii. "Do you have any information regarding"
iv. "1am writing to enquire about"
4. Closing Remarks
a. You should always give the reader some recognition, appreciation, or thanks for
the work they will do to answer your question, refer you to the right person, or
information they will give you. Here are some examples:
i. "Thank you for your help"
ii. "I look forward to hearing from you"
ii. "Thank you for your time"
5. Closing with your Name
a. This is the last step always end with one of the following:
i. "Best Regards, insert your name"
ii. "Sincerely, insert your name"
iii. "Thank you, insert your name"
Hopefully the tips above on How to Write a Professional Email Message will add some valuable knowledge for you and improve your overall email writing capabilities.
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