Writing a professional Email for beginners

Whether you are entering the workforce or looking to improve your communication skills, knowing the nitty-gritty of writing an email is a critical skill. Professional emails can be used in two forms: External communication: Here, you either write to a company for a business partnership or to apply for a job. Internal communication: It is an email circulation between the team members of a company or between the students, teachers and management team of a college. The only difference between the two is writing style and tone that changes as per the addressee to whom you refer.[ihc-hide-content ihc_mb_type="show" ihc_mb_who="8,12,16,18,19,20,21,22,23,24" ihc_mb_template="4" ] How to format the content in the professional email Here are the tips that guide you on composing an impressive email: Start with identifying your goals and writing subject line accordingly - Your subject line should be attractive and align with your purpose of writing the email. For example, if you are searching for a job, it can be - Applying for the 'Trainee' position. Personalise the salutation When you address the contact person write 'Dear Mr/Ms with Name' as it looks more effective than 'Dear Sir or Ma'am.' However, if you don't know the name of the person, then use 'Dear.' Introduce yourself in brief If it is a business email, specify your position in the company you are representing, such as, 'I work as a Marketing Manager in the company.' If you are writing an email to a college regarding the admission process, then you can state that 'I am a 12th standard student and aspire for higher education in that college or university.' Elaborate the purpose of your email in the body After you have introduced yourself, now it's high time to specify the reason why you are writing this email. Remember that no one has time to read your story. Hence, be straight to the point. For example, I am writing this mail to enquire about the admission process in an MBA degree course at Amity University. Mention about attachments If you have attached your resume or any other document to support your request, state it clearly in your mail so that the contact person can see the attached file. For example, you can write - Please find the attached document for your perusal. Wrap up your message on a positive note Don't leave your email without putting a continuation remark, such as 'Looking forward to a positive response' or 'I am looking forward to speaking with you on Monday.' The emails are closed in such a way to reiterate the requests that you made in the body. Use formal or professional closing - End your email with Best Wishes, Best Regards or Yours Sincerely. Here is how the entire format looks on any email writing platform, such as Gmail, Outlook, etc. Points to remember while writing a professional email Keep your email crisp As we discussed above as well, don't write lengthy emails, instead, list out the main points in bullets that you want your addressee to consider. For example, you are writing an email to enquire about the courses and admission process, and you want the college officials to know about your preparation background pertaining to the field that you are looking forward to, then write it in the following way: Regardless of your purpose of writing the email, there are three essential factors to consider while writing a professional email: Communication in English with clear sentence structure Maintaining the flow of the content No usage of flowery language Proofread it before sending Never send an email before checking the spelling and grammar accuracy because even a little mistake can ruin your impression. Maintain the etiquettes Greetings - start with the salutation and close with best wishes. Formal language - Don't use emoticons, abbreviations when you write a business or official mail. Give respect to the addressee, write a polite email, and don't use bold font too much. Use it only to highlight words of high significance. Address it to the right person - know the usage of To, cc (courtesy copy and bcc (blind courtesy copy) To is used to address the person directly. You keep a person in cc when you want him/her to know about a particular matter. You keep a person in bcc when you don't want others to know about him. Provide your proper identification (name and designation) and contact details (mobile number and email ID) in the signature, as shown in the above example. Set a fixed signature with all the required information that you want others to acknowledge so that it gets automatically added at the end of every email. Always respond to an email as soon as possible - let's say you have enquired about anything and received a reply from the other side, then don't take too much time in reverting. If you don't get the response, follow-up with the contact person - Sometimes your mail can go unnoticed due to any of the reasons, such as it went into the spam folder or the person didn't open it considering it of less importance. Hence, send a follow-up mail to check the progress regarding your request or enquiry. Set the context in the email To write an efficient email, you should always set the context in the first paragraph or the subject line. Whether it is a follow-up on a query or request, bring the context each time so the other person can quickly remember the background. Learn the difference between the formal and informal mail Bottom line Email writing is an integral part of formal communication nowadays. Thus, writing an email that delivers the right message is a skill that one should learn to excel in the professional world. Citations : [citationic styles="apa,mla,chicago,harvard,vancouver,ieee"] Power Words: Integral Pertaining Excel Elaborate Etiquettes Designation Abbreviations Watch this video for further learning : [presto_player id=11412] Are you ready to solve the puzzle? Start Puzzle [/ihc-hide-content] Hashtags : #GPSforLifeAndCareer #ConsciousIntelligence #Kidswiki #MindInTheMaking #RelevanceInEducation #MeaningfulLearning #RealWorldSkills #SafeContent #360DegreeDevelopment #Skillioma #BeyondCurriculum #SkillsBeyondSchool

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