Writing a professional email is a crucial skill, especially when reaching out to new people or potential employers. While it may seem daunting at first, following a structured approach can help you craft effective messages that leave a positive impression. Let’s get into how to write a professional email.
What should my subject line be?
The subject is the first thing the recipient of your email will see before they even open your message, so make it count. Keep it concise, descriptive, and engaging. Aim for a subject line length of 4 to 7 words to grab the recipient’s attention without overwhelming them.
How do I start a professional email?
Once the recipient has opened your email, it’s time to address them by name. Introduce yourself with a friendly yet professional greeting. For example: “Hello [Name of Recipient]” is generally suitable, but you can also use “Dear [Name of Recipient]” for added formality.
How do I introduce myself in a professional email?
After the greeting, introduce yourself briefly. Introducing yourself goes beyond just your name; share relevant information such as your current position, educational background, or career aspirations. Additionally, mention how you came into contact with the recipient and why you’re reaching out to them.
For example, if you met this person at a networking event the week prior, you could say, “I had a great time getting to know you last Thursday at the [Name of the Event], and I wanted to set up a time to learn more about…”
Or, if you met a recruiter at a career fair you can say, “I enjoyed speaking with you about the [name of the job] position at [Company Name], and I would like to learn more about the hiring process.”
Both of these examples show how you know the person and give a quick overview of what you want.
Structuring the body paragraphs
Keep the body of your professional email concise and well-structured. Limit paragraphs to four or five sentences each to avoid overwhelming the reader. If you have multiple points to convey, break them into separate paragraphs for clarity. Use formatting tools like bullets and bolded text to enhance readability and emphasize key information.
End your professional email on a positive note
After your body paragraphs, it’s time to wrap up your message in a positive way that leaves an opportunity for future communication. Your last sentences generally include:
- Gratitude to show appreciation for the reader
- Call to action that motivates the recipient to get back to you
Some examples include:
- Thank you for taking the time to look at my resume. I look forward to hearing from you soon!
- I appreciate the time you took to chat with me last week. Please let me know if you have any other questions.
Lastly, end your message with a professional closing, such as the following:
- Thank you, [Your Name]
- Best, [Your Name]
- Take care, [Your Name]
- Sincerely, [Your Name]
Tip: Including both your first and last name at the end of your message will help the recipient remember who you are.
What time should I send emails?
Now that we’ve covered how to write a professional email, let’s talk about the appropriate time to send an email. Generally, between normal work hours of 8:00 am-5:00 pm, Monday through Friday are acceptable times to send an email since most people work during that time. Try not to send an email after these hours or during the weekend as it might annoy the recipient or your email could wind up at the bottom of the recipient’s inbox, resulting in a longer response time. Many people do not like to check their email when they have free time, so keep that in mind when you send your email. However, feel free to write your email whenever is convenient for you and schedule a time for it to be sent out during normal working hours.
Enhance your emails with a signature
Write a professional email signature to provide additional contact information. Include your name, pronouns, job title or affiliation, secondary contact details, and links to relevant professional profiles, such as LinkedIn. Keep the signature organized and visually appealing.
Learning how to write a professional email takes practice, but following these guidelines will help you communicate effectively and leave a positive impression on recipients. Remember to tailor your emails to suit the specific context and preferences of your audience, and don’t hesitate to seek feedback to improve your communication skills from someone you trust or at Dress for Success Indianapolis’ Career Development Center. Additionally, check out our other blogs to improve other professional skills such as resume-building, networking, interview preparation, and LinkedIn tips.
