Emails are often your first opportunity at an effective first impression. Whether it is an advisor or a potential supervisor, it is always important to set an appropriate example of yourself through your emails. Continue reading to get my tips and tricks on how to write a professional email.
Start with a clear subject line: Your subject line should be concise and accurately convey the content of the email. Often, the subject line is neglected in emails. By creating a subject line, you are clearly deciphering what your email is about to the recipient.
Address the recipient properly: Use a formal greeting, such as “Dear [Name]” or “Hello [Title and Name].” Besides your subject line, this is the first thing your recipient is reading. Addressing them correctly and professionally will ensure you present yourself as a respectable person.
Keep it brief and to the point: Professional emails should be concise and focused. Get to the point quickly, and avoid rambling or including irrelevant details. Often, professional advisors and supervisors have countless emails in their inbox from day to day. The last thing they want to do is waste time on reading your email with unneeded information in it.
Use proper grammar and spelling: Double-check your email for any grammatical errors or misspelled words. This will help you come across as more professional and competent. There is nothing more discouraging then emailing with someone who clearly did not proofread their writing.
Be courteous and respectful: Always be polite and respectful when writing professional emails. This includes using appropriate language, avoiding slang or informal expressions, and using a professional tone.
Provide context and clarity: Make sure to provide enough context so the recipient can understand the purpose of the email. Use clear and concise language, and avoid using jargon or technical terms that the recipient may not be familiar with. It is important to get your point across with the correct context without needing to reply on multiple emails.
Use a clear call to action: If you need the recipient to take action, make sure to clearly communicate what you need from them and when you need it by. Again, many supervisors and advisors are responding to countless emails in a day. Clearly requesting what you need from the recipient is extremely important.
Sign off appropriately: Use a professional closing, such as “Sincerely” or “Best regards,” and include your name and contact information. This will ensure your recipient knows exactly who they are communicating with and how to reach you outside of your email.
Proofread before sending: Always proofread your email before hitting send. This will help you catch any mistakes or errors and ensure that your email is professional and effective. From grammar to dates, you want to make sure every detail of your email is specific and correct.
Remember, the way you communicate in professional emails can have a large impact on your reputation and your success in your career. By following these tips, you can ensure that your emails are professional, effective, and help you achieve your goals.
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Gabrielle Krick is a senior Business Administration major with a concentration in Management and minor in Marketing at Millersville University. Her interests include human resources, social media marketing, and content marketing. When she graduates in May 2023, Gabby hopes to work for a large company’s human resources department, specifically representing minorities and the LGBTQ community. She hopes to either stay in the Lancaster, Pennsylvania area or move somewhere near Rehoboth, Delaware.
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