Best Practices

Writing a professional email

By May 19, 2016 No Comments

Writing a professional email may seem like an easy thing to do, but here at North, we know firsthand that it can sometimes be difficult to narrow down the language and the message you want to get across. Here are some tips for writing a professional email!

Watch your content

Make sure your email represents your company and is consistent with the firm’s professional nature and branding. If you want people to take you seriously, make sure your language reflects that. Use correct spelling, punctuation, and don’t use texting abbreviations. If you have included something in your message that would be embarrassing if someone besides your intended receiver were to read it, then chances are you shouldn’t include it.

Remember to keep your messages short – no one wants to sit down at their computer and read War and Peace. Also, DON’T TYPE IN ALL CAPS. This isn’t your grandma’s Facebook page – and you aren’t your grandma. All caps gives the idea that you’re shouting, and that’s not the feeling you want to be giving people.

Format

Use the subject line to say what your full message is about. When it appears in your recipient’s inbox, you want that subject line to act as a headline to let them know if it’s urgent or not.

When you start your message, you want to open with a greeting. You don’t have to be as formal as a written letter, but you do still want to make sure the right person is reading your message. If you are sending a general email, you can start it out with “To Whom It Concerns”. Otherwise you can state the person’s name, first or last, however you feel comfortable.

Remember that an email is kind of like a memo, meaning you need to get to the main message as quickly as possible. This is part of keeping the email short but informative.
When you are finished with your message, you can sign off your email with a pre-set text signature containing your name and contact information. Another good thing to do is add something simple, like “Thank you!” or “Let me know if you have any questions.” This way whoever you’ve sent the email to has your information and can contact you again if necessary.