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Useful Tips on How to Write a Perfect Professional Email in English

“What can be easier than writing emails?”  – a question you may ask while sitting comfortably in a chair on your first working day. Nevertheless, when it comes to the point, you realize that you don’t know where to start, and your knowledge of English is not enough. If the written above is true for you, read the following tips that will bring your email writing skills to perfection!

  1. Choose right greeting forms

A perfect formal greeting starts with the word Dear, followed by the name of the recipient and a comma/colon:

  • Dear Chad,
  • Dear Mr. Oswald:
  • Dear Ms. Picard-Mimms:

When you address your email to a woman, whose relationship status is unknown, use the Ms. form. You may also put a full name of the recipient:

  • Dear Alex Lee:

Note: Avoid such impersonal forms as Dear Sir/Madam !

  1. If you are writing a response or want to thank a recipient

(If not, go to Step 3)

Remember: the first thing you write in an email will be considered as the most important by the recipient. If you want to thank a person, do it at the beginning of an email and not in the middle of it. For example:

  • Thank you for your contribution to Red Panda Conservation International.
  • Thank you for your interest; my client would be glad to discuss the issue at the time you suggested.
  • The replacement parts you requested for your DeLorean are scheduled for delivery this week.

Note: Your recipient is busy, go straight to the point!

  1. Explain the reason you write

Tell the recipient the purpose of the letter and the way he/she could help you:

  • I’m writing to ask about your research on the ways cats groom their coats.
  • I’m a local radio producer and I would like to schedule a live interview of your next week performance in Oakland.
  • My architectural firm needs expertise on treehouses, and I’ve been recommended to consult you.

Be direct, but not rude. Use formal style to make your first email look polite.

  1. Don’t go into unnecessary detail

Professional emails should be concise to be carefully read by the recipient. If the subject requires further discussion, you’d better arrange an additional meeting.

Remember: use your email to set up a meeting, don’t write tractates.

  1. Finish with a closing line

Sum up the message and show the recipient what are you expecting from him/her.

  • I’m looking forward to discussing this with you on Thursday.
  • Please look over the attached draft manuscript, and let me know your opinion.
  • Your guidance was really helpful, and I’m looking forward to being in touch.
  1. Use appropriate sign-off

End your email by using next phrases before your name:

  • Sincerely,
  • Yours truly,
  • Best regards,
  • Respectfully,
  • Thanks again,
  1. Don’t forget to proofread

Make sure your email is easy to understand and all the parts are written correctly. Be careful! Use Grammarly if needed.