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Putting together a professional email? Well, these tips from our tutors here at Justlearn should help to ensure that the email is crafted as perfectly as possible!
Check out 7 most effective tips for writing professional emails:
Use grammar and spell checker
Grammarly is perfect for this. Even if English is your native language, make sure that you run your email through a grammar and spellchecker before you hit that send button. This will help to ensure that everything is in order.
Of course, you will need to give it a 'manual' read yourself too. You need to make sure that everything in the email makes sense, after all!
Be accurate and professional in the subject line
The subject line needs to accurately state what the email is about. Use professional language. This will help to ensure that your email gets read. It willö also ensure that you are giving off the best first impression possible too.
Use formal language
Always make sure that you use formal language in a professional email. It is very much like writing a letter. Start with: "Dear Mr/Mrs. (name)" and end with 'Sincerely, Your Name"
Yes. Emails are quicker but, in a professional setting, you still want them to read just like an actual letter. Once again, this is going to be the key to getting people to pay attention to you.
Do not use text speak or emojis
You would think that this is obvious, but for many people, it isn't. Do not use words like "u" instead of "you". Do not use a smiley face to indicate that you are happy. Nothing screams lack of professionalism more than either of these two things!
Any replies should be a separate email
Most email systems do not do well with threaded conversations if they get too long. Therefore, if you are planning on replying to an email, try to make it a new email. This means a new subject line. A couple of responses under the initial subject line are fine, but if you start to change topics of things that get a little bit too confusing to follow, then branch off into a new email.
Include everything you need to say in that first email
Do not send countless emails, each adding something a little bit different to what you said before. Take your time to craft the perfect initial email. Do not do any follow-ups until the other person has responded.
Most people will be far happier if you sent one long email rather than several additional emails of a few sentences long. It gets confusing and highly annoying.
Follow up at the right time
Work environments are busy. Sometimes, it can take a few days to deal with whatever problem you have. You should only be following up on an email if you haven't received a response in 3-4 days. Any quicker than that and things just get annoying.
If you are unsure as to how to format a professional email, then talk to your Justlearn tutor. They will be able to help you out!
