I don’t know about you, but I find myself frequently seeking my work besties opinion on certain professional emails before I hit send. Does this sound ok? Do I sound too direct? Did I explain this situation well enough?
Do any working ladies out there seek the same advice? ??♀️
As simple as a work email is to send, sometimes it’s difficult to draft up the perfectly polished email that is clear, strikes the right tone, and well, professional. However, as a boss babe, it is an essential skill to know how to write professional emails that save time and get replies.
Let’s break down the key components of professional emails.
6 Components of a Professional Email:
Subject
Make sure when typing out your subject that it is relevant to the purpose of your email. The subject line should be short but something that can easily be retrievable later.
Greeting
Always start off your email with a proper greeting. This adds a more personal element to your email.
Good examples of a proper greeting include… Good morning/Good afternoon [name], Dear [name], or if you do not know the name of to person you are emailing, To whom this may concern.
I also like to follow up my greeting with a thoughtful check-in. This might sound like “I hope this email finds you well” or “I hope you had a wonderful weekend”. This isn’t necessary for a professional email however it sets a nice, pleasant tone for the rest of the email.
State Your Purpose
When stating the purpose of your email, remember this…K.I.S.S…keep it simple and short.
Oftentimes, if your email is too long or contains too many complex sentences per paragraph requests get overlooked. Too many times I have yelled out from my desk “the detective didn’t even answer my question!” *insert eye roll*
If you are trying to relay specific, important information, try listing out the main points.
Lastly, get to the point as soon as possible. The reader has a million other things on their to-do list and does not want to be spending their entire day unpacking your email.
Closing Remarks/Call to Action
I’m a huge fan of ending my emails with a bit of gratitude or appreciation for that person, wishing them an enjoyable rest of their day, or providing them the option to reach out if they have questions or ever need anything. It brings a smile to my face when I receive emails that include any of the above statements.
Let’s send some positive vibes, shall we?!?
Sign Off
Make sure to include your name and contact information at the end of your email so that people can get ahold of you at a later date.
Correct Spelling/Grammar
Before hitting send, do a quick spelling and grammar check. I don’t know how many times I have spelled my own name wrong! ??♀️
That’s it! Professional emails are super easy to send! Just remember these few key components and you will be golden!
