If you’re a working professional, chances are you write quite a few emails every day. Each email you send out is an opportunity to present yourself as a professional to your peers, seniors, and clients. Make each opportunity count! Good English language skills are helpful when writing professional emails. Here are some simple steps you can take to make each email look right.
Start with a greeting
Start with a greeting such as “Dear (person’s name)” followed by a comma. If you have an existing relationship with the person you are writing to, you can simply begin the email with “Hi (person’s name)” and end with a comma. Do not begin with “Dear Sir/Madam” unless you do not know the person to whom you are writing.
When you’re replying to someone’s email, acknowledge and thank them for contacting you. A simple beginning like, “Thank you for contacting (company name)” will do. Similarly, if someone has replied to one of your emails, begin by saying, “Thank you for your response.”
Share your purpose
Start the first sentence of the statement paragraph with, “The purpose of this email is to…” or “I am writing to you because…” This is so you can make your reader aware that the most important part of the email is coming up.
Pay attention to the English Language used
Make sure your email is written in correct English grammar and has no punctuation or spelling errors. It will be helpful to use a writing improvement tool to pick out and correct any errors in writing before you hit that “Send” button. Do not make your emails too long as the reader might lose interest. Short, clear sentences are best, to learn these simple techniques you could practice your spoken English as it will help you write better. In order to get a good hold on your emails or any official writing, it would be beneficial to practice English and understand the English language.
Before you end your email, remember to thank your reader with a simple sentence such as, “Thank you for your time,” or “Thank you for your cooperation/consideration.” Let them know that they are welcome to contact you again with a sentence such as, “If you have any questions or concerns, please let me know” or “I look forward to your response.”
When you are signing off on a professional email, avoid using casual language such as “Cheers” and shortened words, such as “Tks”. Instead, end with “Sincerely”, “Regards,” or “Thank you”, followed by a comma and your full name underneath the sign off.
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Having a good command over the English language is beneficial for any official writing. If you would like to improve your English, why not try Englishhelper’s free English learning program. This will help you practice and speak English more confidently.