How to write an email professionally

email writing

Do you want to know how to write an email professionally, then you are at the right place. Below there are some steps

5 Steps for Writing a good email professionally

  1. Subject
  2. Greeting
  3. Body
  4. Closing
  5. Signing off

1. Subject:- The subject should be a summary of your email, The subject should be in the form of a Call To Action (CTA) so that you give the pathway to the reader what you want and what is the purpose of this email, it’s like giving hints. Examples as below.

  • Leave application
  • project name
  • approval required for___

2. Greeting:- Greetings are the respect you give the reader this makes a good impression on them. These are some of the greetings to start with,

  • Dear Sir/Madam/(name of the person)
  • Hello Sir/Madam (name)
  • Good Morning/Afternoon/Evening
  • To whom it may concern
  • Hi (Name)

3. Body:- In the body start with introducing your name and work/profession or the reason for writing the mail. The body of  the email should start with opening sentences such as,

  • I am writing to you because
  • Concerning your email/phone call
  • In response to your email
  • I’m reaching out about
  • I’m getting back to you about
  • As discussed in the foregoing discussion
  • This is to follow up from
  • Hope this email finds you well
  • Thanks for getting in touch with us

After the opening of the body write the summary in short like what you need or want to say, etc. The Body of the email should define in detail as writing an email. It should include all the things you want to say.

4. Closing:- Closing the body and the email must be done to end the email. Use some of the closing sentences such as

  • Looking forward to hearing from you soon
  • Looking forward to a prompt response
  • Have a nice day
  • I appreciate your (work)
  • Please let me know if you have any questions

5. Signing off:- Signing off the email with some sign-off words and of course including the name

  • Yours sincerely
  • Yours truly
  • With appreciation
  • Best regards
  • Best Wishes
  • Cheers!
  • Warm regards
  • Respectfully
  • Thank you  

Some Extra Tips :

  • Always use a professional email address
  • Keep your Grammer correct and readable
  • The body should be formal and to the point
  • Control the flow of words & ideas
  • Always end a mail with a signature or sign-off words

Phrases to use for your email to sound good

  • Instead of: ” Sorry for the Delay”
    Replace with: ” Thank you for bearing/patience”
  • Instead of: ”Hopefully, it makes sense
    Replace with:” Let me know if you have a question”
  • Instead, of:”Could I possibly cave early”
    Replace with:” I will need to leave from/at”
  • Instead of: ”I think maybe we should”
    Replace with:”It would be best if we”
  • Instead, of:”Ahh my bad totally missed it”
    Replace with:”Nice catch, updated/ Thanks for letting me know”
  • Instead of:”Just wanting to check in”
    Replace with:”When can I expect an update”
  • Instead of:”No problem”
    Replace with:”Always happy to help”
  • Instead of:”Sorry for such a late reply”
    Replace with:”I apologise and thank you for your patience”
  • Instead, of:”Be writing an email for 45-50 minutes”
    Replace with:”It would be easier to discuss in person”
  • Instead of ” Any update?”
    Replace with: ” I would like to follow up on….”
  • Instead of: ” Advice if you will be attending the meeting”
    Replace with: ” Kindly confirm your availability for meeting today.

Example of Email:

Subject: Leave Application

Dear Sir/ Dear (Name)

I hope you are doing well.

I hereby would like to inform you that my cousin is getting married on 2nd July. To participate in different ceremonies around the date. I request you kindly approve the leave from 2nd to 3rd of July.

Thanks & regards,

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