For most of us, email is the most common form of business communication so it’s important to get it right. Although emails usually aren’t as formal as letters, they still need to be professional to present a good image of you and your company.In this article i will elaborate how to write professional email , how to give acknowledgement email reply. You will also get idea of professional email example , professional email example for job and source of professional email template free of cost.
How to write a formal email
Follow these five simple steps to make sure your English emails are perfectly professional.
- Begin with a greeting
- Thank the recipient
- State your purpose
- Add your closing remarks
- End with a closing .
Begin with a greeting
Always open your email with a greeting, such as “Dear Lillian”. If your relationship with the reader is formal, use their family name (eg. “Dear Mrs. Price”). If the relationship is more casual, you can simply say, “Hi Kelly”. If you don’t know the name of the person you are writing to, use: “To whom it may concern” or “Dear Sir/Madam”.
Thank the recipient
If you are replying to a client’s inquiry, you should begin with a line of thanks. For example, if someone has a question about your company, you can say, “Thank you for contacting ABC Company”. If someone has replied to one of your emails, be sure to say, “Thank you for your prompt reply” or “Thanks for getting back to me”. Thanking the reader puts him or her at ease, and it will make you appear more polite.
State your purpose
If you are starting the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. For example, “I am writing to enquire about …” or “I am writing in reference to …”.
Make your purpose clear early on in the email, and then move into the main text of your email. Remember, people want to read emails quickly, so keep your sentences short and clear. You’ll also need to pay careful attention to grammar, spelling and punctuation so that you present a professional image of yourself and your company.
Add your closing remarks
Before you end your email, it’s polite to thank your reader one more time and add some polite closing remarks. You might start with “Thank you for your patience and cooperation” or “Thank you for your consideration” and then follow up with, “If you have any questions or concerns, don’t hesitate to let me know” and “I look forward to hearing from you”.
End with a closing
The last step is to include an appropriate closing with your name. “Best regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings such as “Best wishes” or “Cheers” unless you are good friends with the reader. Finally, before you hit the send button, review and spell check your email one more time to make sure it’s truly perfect!
On an infamous episode of Sex and the City, Samantha receives a present from her boyfriend, accompanied by a card signed, “Best, Richard.” Despite the kind gesture of the gift, she’s incensed at what she perceives to be a flippant and impersonal salutation. “Ugh,” says Miranda. “‘Best’ is the worst.”
Gulp. That’s how I’ve signed my emails for years. I thought it was friendly and upbeat, but still professional and warm. Was Samantha right … is “Best” really more of a brush-off than a sign-off?
With business communication—especially over email—salutations are important. When we speak face-to-face, body language and vocal intonations give our words context, but when we’re communicating electronically, we don’t have those luxuries, and it’s extremely easy for a harmless phrase to be interpreted as a rude gesture.
An inappropriate salutation can discredit even an otherwise acceptable email. The wrong salutation on a cover letter can be enough to disqualify you from a job, and in 2008, an accountant in Auckland, New Zealand was fired merely for having poor email etiquette. Most people know that some things, like emoticons or slang, are not acceptable in business emails, but few people give thought to their salutations. However, the way you open and close a message can say just as much to the reader as the email itself.
You’d never close an email to a client or your boss by saying “TGIF,” or “Hugs,” but there are some closing salutations that, even though they sound professional at first, can actually be perceived as too distant or unfriendly. Experts advise against using phrases like “Cordially,” which is a bit formal and better reserved for written communication. Likewise, “Regards” feels brusque and perfunctory. Although it’s currently fashionable to end emails with the phrase “Cheers,” it’s very informal and best used for friends and very friendly business relationships. “Yours truly” may sound sincere and heartfelt, but it conjures up the image of love letters, and is considered too emotional for professional correspondence.
It’s hard to go wrong by closing an email with the phrases “Kind regards,” or “Sincerely,” both of which are professional and warm without being overly personal. Samantha Jones should relax, because “Best” is also an expert-approved closing salutation, although turning it into “Best wishes” makes it even more foolproof. Another surefire solution is to simply close with the word “Thanks.”
It’s just as important to start your emails professionally as it is to finish them professionally. Etiquette experts agree that informal greetings such as “Hey there,” “What’s up,” or “Hi” have no place in business communications. They are simply too chatty and colloquial, and give the impression that the writer doesn’t understand what’s appropriate and what’s not. It’s also rude to omit the greeting entirely, because that’s like jumping into a conversation without saying hello, and makes the writer seem rude and impatient.
Messages without a personal greeting are also more likely to be marked as spam. In some casual workplaces, formal greetings are not expected, but they are always appreciated, and they are a must for cover letters and emails to people you don’t know well.
Open business emails with phrases like “Dear Ms. Finch,” or “Greetings,” which are polite without being too familiar. If the addressee is someone you know well, it’s also acceptable to open by saying “Dear Bob.” For cover letters or notes to people you don’t know personally, phrases like “To whom it may concern” and “Dear Hiring Manager” are not only considered too stuffy and formal, they also show that the writer hasn’t taken the time to investigate the company they’re writing to. Always try to find out the proper name of the person who will be reading the message, and use it. If all else fails, a simple salutation such as, “Good morning” or “Good afternoon” is appropriate.
Email is ultimately an informal way to communicate, and it’s all too easy for the writer and the reader to become detached and alienated from each other. Opening and closing emails with the proper salutation is the best way to make sure that your communications stay effective and professional, as well as personal. Emails do the talking for us … be sure you know what yours are saying.
Professional email example:
How to Write Acknowledgement Email Reply (With Samples)
Even though email is an offshoot of letter writing that came with the digital age, many people have not been able to master letter writing let alone emailing. This isn’t a problem anyway because the difference between an email and a letter is just like the difference between the automatic gear of a car and the manual gear. You need not learn how to drive a car using manual gear system before driving a car with automatic gear system. However, understanding the manual gear system enables you easily grasp the workings of the automatic gear.
So also, understanding letter writing makes professional emailing very easy. Therefore, in examining how to write acknowledgment email replies, we may take cues from the principles of letter writing.
Like you probably know, the major distinctions between letters and emails are:
1. Emails don’t need addresses above the email body. You can read tips and examples on writing and responding to professional emails here.
2. Emails require more elaborate sign-offs, unlike letters. You can read more about email closings here.
3. Emails are shorter and simpler than letters. You can read tips for writing effective professional emails here.
Here are some proffesional email template free. CLick
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