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How to Write a Professional Email
Rules of etiquette
Being aware of email etiquette and important writing rules can assist to maximize this incredible tool of communication.
Good email etiquette helps to communicate more concisely and clearly, and make a good first impression on future employers or business relationships.
First 5 Email Writing Guidelines
Try to use professional and appropriate greetings (good morning, good afternoon, dear). Pick a salutation that aligns with the relationship you have with the email’s recipient.
Does your email address sound professional? You don’t want an email address like (cookiemunster@……). Reserve these emails for your friends and family. Ensure that your email address does not contain any controversial or offensive text.
Remember your audience. Who are you writing to? If it is to a potential employer keep your tone more professional.
Your subject line is very important. It will catch your reader’s attention, or not. Ensure it highlights the content of your email.
Spelling and grammar should be perfect. Always proofread your email. Your email is a first impression. Make it a professional one.
Email Etiquette
Email etiquette is known as a type of code of conduct, a set of guidelines that drives behavior when you are responding to or writing an email. If you are writing to a friend your tone will be different from a business email.
5 More Professional Email Writing Guidelines
Introduce yourself. An email is the perfect way to let someone else know who you are. Include your first and last name, and if representing a company, include that as well in the first couple of sentences.
Avoid the temptation to use all caps in a business communication. It can appear unprofessional and confuse the recipient.
When composing business emails, it is paramount to proofread. Triple-check the spelling of your recipient’s name and email address, grammar and spelling. Autocorrect can sometimes alter names.
Emojis should not be used in professional emails even if your recipient has included emojis in their emails to you. Emojis can make the tone of your email less professional.
Reply to an email within a day, 24 hours. This is a professional courtesy and an accepted amount of time that displays good email etiquette.
A professional email is a reflection of your work ethic, character, and attention to detail. By replying in a timely manner, resisting emojis, proofreading, using a great introduction, and including a succinct subject line, you will increase your chance of a favorable response.
Janice Tovey 2025
