Email is important for business communication, so it's important to get it right.While emails aren't as formal as letters, they should still be professional and present a good image of you and your business.Follow the steps in this guide to create business emails that are professional.
Step 1: Your email should be addressed.
The To field is where you can type the email address of your recipient.If you want to email contacts, use the To field.The field is for people who are affected by the message.If you are expecting someone to do something in response to your email, they should be in the To field.The opening line of your email should include all of the people in your To field.You inform everyone of who else is involved in the conversation from the beginning.The To field can be used for as many addresses as you'd like, if you include more than four people in the field.Everyone who needs to take action should be included in the To field.
Step 2: The Cc field may be used.
The Cc field is used to keep others in the loop without having to reply or take action.The Cc field is a good place to give information to associates who need only look at it.To add addresses to the Cc field, click on the field and type as many addresses you'd like.Each recipient will have access to the list of email Cc's.
Step 3: Use the Bcc field if you want to.
Sending an email to a group of contacts that don't know each other is the main purpose of the Bcc field.The Bcc field allows you to send a message to multiple people without knowing who got it.To add addresses to the Bcc field, click on the field and type in the addresses you want to include.Send an email to associates who don't know each other using the Bcc field.The privacy of each recipient is protected by keeping the list of recipients visible only to the sender.The Bcc field is used when sending an e-mail.Your contacts will be able to see who the email was sent to, but not in the Bcc field.
Step 4: You can respond to an email.
If you are included in a Cc email, you're likely part of a group of people who are also in the conversation, and the sender may not be looking for a reply from you.Think about the nature of your response and who it applies to if you need to reply.If you have a note for the original writer of the email, you can "Reply to All", but only if the information is relevant to all involved in the conversation.The "Reply to All" field would only be used if your comments are important to the entire group.Don't reply to everyone on the email.If possible, avoid flooding other people's inboxes with irrelevant information.
Step 5: To reply to an email, you must do so.
You will not be able to see the list of other recipients who also received a Bcc if you reply to the sender of the email.To compose an email, click on the reply button.
Step 6: It's a good idea to use a short and accurate subject title.
The topic or nature of your email can be described in a few words.If you want the recipient to know what to expect from your email, let them know up front.It might not make the impact that it is supposed to.When giving a subject for the email, be as specific as possible."Leadership Meeting Update" and "Issue Regarding Lunch Breaks" are examples of things to try.
Step 7: Go with a standard structure.
It's important to keep the email short and to the point.Say what needs to be said.It is possible to develop a structure that works for you.A pleasantry, a call to action, and a closing message are included in this structure.
Step 8: Write something to say.
If you want to keep things professional and sophisticated, always open your email with a formal greeting.If you have a relationship with the recipient, you can either address them with their entire name and title or just their first name.Stick with the person's last name to avoid offending them if you aren't on a first name basis.If your relationship is casual, you can say hello to him.If the nature of your correspondence calls for something a little more formal, it is safest to use the recipient's name alone as the greeting to keep things short and sweet.You can use "To whom it may concern" or "Dear Sir/Madam" if you don't know the recipient's name.If you are sending an email to a group of recipients who you have included in the To field and need a response from, you should include each of their names in a greeting.If you are sending an email with Cc's, make sure to address the group as a whole, otherwise include the name of each recipient in the greeting.If you are sending an email to the group as a whole, open it with something like "Hello all".Introduce yourself in one sentence and let them know who you are.It was great to meet you.If you don't know if an introduction is necessary or if the recipient remembers you, you can leave your credentials in your email signature.
Step 9: Pick up the phone and identify yourself right away.
Stating your formal title or position will help the recipient tell who the message is from.If you are writing to someone you have never met, this is important.It's a common courtesy to let the other person know who you are even if you don't have a work email address.We met at the annual Women as Leaders conference in Toronto last year, so highlight a common connection or shared experience.If you already know the person you're writing about, skip the introduction.
Step 10: Thank the person who received it.
Your reader is busy, so acknowledging them for taking the time to read your email is a gracious gesture.This is the first time you will be able to inform them of your reason for writing.The thank you for considering my research grant proposal is friendly and tells the recipient what they need to know.It is possible to keep a message impersonal by beginning an email with your appreciation.
Step 11: Tell the reason for your email.
You have to tell your recipients what the email is about if you are starting the line of communication.It's a good idea to state your purpose early.Business associates want to be able to read your email quickly.Take a moment to think about why you need your recipient to see it.This will allow you to cut right to the chase for a more professional email.This is a good time to ask yourself if this email is really necessary.Sending emails that are absolutely necessary shows respect for the person.Once you are ready to compose your email, try starting with something like: "I am writing to inquire about..."
Step 12: Thank the person who received it.
If you reply to a client's inquiry or someone replies to one of your emails, you should give a line of thanks.Thanking the reader is a great way to remain professional and polite.
Step 13: The body of your email is the most important part.
The less you include the better.Each email should be about one thing.Write another email if you need to communicate.It's possible to communicate everything you need in just five words.Say everything you need to say.You can't limit your email to five sentences.Don't worry if you need to include more information.All relevant information should be included in the body of your email.
Step 14: Don't include a call to action.
Don't assume your recipient will know what to do when you need them to.Help them out by clearly outlining what they need."Could you send me those files by Thursday?"Is that going to be written up in the next two weeks?Please write to Thomas and let me know when you have done so.A reply is encouraged by structuring your request as a question.Let me know when you have done that.
Step 15: Tell the recipient how you expect them to respond.
Give your reader a push in the right direction after you have given a call to action.The other party won't be left wondering what to do with the information they've been given if a request to look over a financial report is accompanied by an entreaty like "let me know what you think of these numbers."It would be ideal if we could have these documents organized before the meeting on Thursday, so offering a definite time frame in which you would like to hear back may ensure a swifter response.You should reply to important emails within 24 hours.
Step 16: Please add your closing.
To keep your emails professional, end your email with another thank you to your reader or a formal goodbye.If you are good friends with the reader, avoid casual closings like "Cheers" as they are less professional.
Step 17: Put your name on it.
Your name should be included in your signature in an email.You have a job title.There is a link to your website.There are links to social media accounts.Contact information is necessary.
Step 18: You can sign off with a custom signature.
The signature at the bottom of the email should let the recipient know everything they need to know about you.You should include your full name, company, title, position, preferred email address and phone number so that you can be reached directly.If you save your custom signature in whatever email platform you use, it will be displayed automatically in future messages.Links to your social media accounts will show strangers a more complete picture of you.Don't use unnecessary quotes or graphics in your signature.
Step 19: A professional tone can be maintained.
It's important to keep in mind the language you use when sending business emails.You should not say anything in an email to your boss that you wouldn't say to them in person.Even if you don't feel that way yourself, your words should always be nice.Once you've written your email, read it back to yourself to see if you captured the right tone.Don't use any type of profanity or slang.Work-related emails are usually not the right vehicle for humor in the workplace.
Step 20: The most important information should be given first.
You should assume that your recipient has a lot on their plate and try not to take up too much of their time.Get straight to the point after thanking them.It is not necessary to come up with an overly detailed introduction.Professional emails should be direct and polite."I'm writing to inform you that your membership has expired and needs to be renewed in person before you can continue receiving member benefits."You can follow up with what the recipient needs in order to take action.People tend to skim emails rather than read them.The more likely your recipient is to pick up on it, the nearer your main objective is.
Step 21: The rest of the message needs to be concise.
When you have stated your purpose, there is no sense in meandering aimlessly.Provide any other details that you think are worth mentioning with the space you have remaining.To take as much of the work out of interpreting your meaning, always use short, simple words and phrases.If your message is shorter than five sentences, it may come off as rude, whereas if it is longer, you may lose your reader's attention.Do it as a separate attachment if you have to include a large amount of information.
Step 22: Clear idea or request.
Speak to your reader exactly how you would like them to respond after you have stated your reason for writing.Inform them if there is something they need to know and then ask them.Your recipient should be able to respond to your message by the time they finish reading it.It is a good way to ensure that your dialogue maintains a distinct sense of purpose.It is important that you memorize the security clearance number provided in the email and please update your summer availability by the end of the month.
Step 23: Don't send an email to a bunch of topics.
Confronting your recipient with too much information can make them feel overwhelmed.It is a good idea to limit the scope of your email to one or two relevant subjects.This will allow the reader to understand what is happening much faster, and it will also help you keep your message succinct.For multiple emails, multiple topics should be reserved.
Step 24: You need to proofread your email before sending it.
Make sure your message is free of any spellings or unclear sentences by going back over it thoroughly.Careless mistakes can reflect poorly on you and the company you represent.The email platform has a spell-checker feature.You can change the format of your email last minute if you think it will make it easier to digest.
Step 25: If possible, simplify your email.
Your recipients are busy and want to get to the meat of the email quickly.Take a look at your email.Use short sentences, words, and paragraphs.This makes the email easy to read and understand.It is possible to cut a word out.Your sentences should be as short as possible.
Step 26: You should give your email a thorough review.
Professional emails need to be edited.You can read your email to yourself.You can use this to catch a lot of spelling and grammar mistakes.Do you know if my email is clear?Is my email understood?If I were the recipient, how would it sound?
Step 27: It is important to keep it professional.
It's not necessary for you to show your personality in your email.If you want, you can let it show through your writing style, but stay away from colorful fonts and background.When you're writing to someone in a different email language, you should only use chat abbreviations.Write like you speak.This will help you keep your email personable.You should not say anything in an email that you wouldn't say in person.
Step 28: Send it.
You can send the email if you have included all the necessary information and added each recipient to the correct field.