We share a link to an article about writing emails and include some of the article below.

Since a bulk of most organizations’ communication is done via email, we thought this was a good article to share.

We use SnagIt for screenshots and the makers of SnagIt, TechSmith, have an article by Abby Tuggle on their site about writing a professional email – https://www.techsmith.com/blog/how-to-write-an-email

That article has good information and has some examples of emails in case you are having a hard time getting started on an email.  Here is an excerpt from that article.

Components of a professional email
Let’s go over how to compose an email. A professional email includes the following:

Write an engaging subject line

Email subject lines are key and the first impression you make on your recipient. Create an attention-grabbing subject line. Consider using action verbs, asking questions, or including a sneak peek of the content.

Keep it concise, relevant, and intriguing to entice your recipient to open the email.

Address the recipients
Start your email by addressing your recipients. Do this by striking a balance between professionalism and warmth. Use their name, preceded by an appropriate title (e.g., Ms., Dr.) if applicable. If you’re unsure, opt for a neutral greeting like “Hello” or “Hi.”

Edit your salutation to match the tone and context of your email. Make sure it aligns with your relationship with the recipient.

Aim to establish a connection that goes beyond the surface. No matter who you are reaching out to.

Follow proper email formatting
Proper email formatting is essential for readability and professionalism. Begin by choosing a clear and readable font style and size.

Organize your content logically, using paragraphs, bullet points, and headings to break up text and improve comprehension.

Be mindful of the recipient’s time and attention span by keeping your email concise and focused. Use formatting features like bold text sparingly to draw attention to key points without overwhelming the reader.

Keep messages concise and to the point
Nobody has time to wade through lengthy, rambling emails. Start by clearly stating the purpose of your email in the opening sentence.

Whether you’re sharing information, or requesting assistance, get straight to the point. Keep your message concise and focused, avoiding unnecessary details or tangents. Short paragraphs make your emails easy to read.

The more efficiently you can convey your message, the more likely they will reach your email.

Maintain a professional tone
Maintaining a professional tone in your email is crucial to establish credibility and foster positive relationships. Choose your words carefully, opting for formal language and courteous phrasing in the body of your email.

Avoid slang or jargon that may be misunderstood or come across as not professional.

Treat every email as an opportunity to showcase your professionalism and attention to detail.

Follow email etiquette guidelines
Adhere to email etiquette guidelines to ensure smooth and respectful communication. Respond to emails quickly. Even if it’s just to say “Hey, thanks for sending that over!”

Be courteous and respectful in your interactions, using please and thank you when appropriate. Avoid using all caps or excessive punctuation. Recipients might think you’re yelling at them!

By practicing email etiquette, you’ll ensure that your messages are received positively and professionally.

Close the email
Your closing should leave a positive final impression on your recipient. Consider using courteous and professional sign-offs such as “Sincerely,” “Best Regards,” or “Thank you.”

Avoid overly formal or informal language, and always sign off with your name or professional email signature block.

After that, you can send an email with no worries.


Watch a Demo

Advantages of text archiving - Watch our Demo

Sign up for a Free Trial

Return to the MessageWatcher Wiki