For a lot of people, the most common form of business communication is writing emails. We are always worried to write them properly and to sound as professional and formal as we can. Therefore, it is important to get them right. Even though we know that emails aren’t considered as formal as letters, they still need to be professional in order to show a good image of you and your company. Therefore, below are the important steps and some tips that may help you sound more professional in your emails.
Every professional email should contain these steps:
Begin with a greeting (For formal correspondence, use “Dear”, for more casual, write “Hi”)
Thank the recipient (For example “Thank you for contacting 123 Company” if the client is writing for the first time. If it is a reply to your previous emails, write “Thank you for your reply / getting back to me”.)
State your purpose (If you are the first to write the email, there is no need to thank the recipient. Therefore, start with something like “I am writing because…” “I am writing to enquire about…”)
Add your closing remarks (Before ending your email, it is nice to be polite and add a closing remark, such as “Thank you for your cooperation” or “I am looking forward to hearing from you.”)
End with a closing (And, for the last step, close your email with a greeting and your name. For example: “Best regards”, “Kind regards”, “Best wishes”, etc.)
Now that we know the basic steps of writing a formal email, here are some tips to help you sound more professional:
1 I took a while but you can deal.
DON’T SAY: Sorry for the delay.
SAY: Thanks for your patience.
2 My schedule matters too.
DON’T SAY: What works best for you?
SAY: Could you do __:__?
3 Yeah, you’re welcome.
DON’T SAY: No problems / No worries!
SAY: Always happy to help!
4 I know what I’m doing.
DON’T SAY: I think maybe we should…
SAY: It’d be best if we…
5 Get it?
DON’T SAY: Hopefully that makes sense?
SAY: Let me know if you have any questions.
6 Where are we on this??
DON’T SAY: Just wanted to check in.
SAY: When can I expect an update?
7 Small error
DON’T SAY: Ahh sorry! My bad. Missed that.
SAY: Nice catch! The updated file attached. Thanks for letting me know!
8 I have an appointment
DON’T SAY: Could I possibly leave early?
SAY: I will need to leave for ___ at __:__.