Corporate communication is mostly done through email, which has become the most common medium for exchanging project plans, meeting specifics, and work-related information.
Every company has digitized itself, and email has become the medium for informing employees about company events. Knowing how to start a professional email and how to write it helps a person make a lasting impact.
Let’s look at how you frame a professional email, what you can do, and what you can avoid while writing a professional email.
How to Start a Professional Email?
If you are wondering how to start a professional email, greet the recipient first. Address them by their position of responsibility and the company name on the receiving end. When you finish the professional greeting, explain why you wrote the email.
You could respond to a previous email, send out an invitation, or update a colleague about certain events in the conversation. Ensure that you are consistent in addressing the recipient.
Greet Appropriately
How to start a professional email? Start with the proper salutation. This is one of the most important steps when writing a formal email. You can begin with:
- Dear (Name of the person)
- Hi team, Hi everyone, Hi (name of the department) team
Both ways of opening are considered appropriate for starting a professional email. The first is mostly used in official business and cover letters when you want to convey respect to the recipient.
Even though writing “Mr.” and “Mrs.” is also accepted, it risks misgendering the person if you are unsure who you are addressing, or randomly assuming the marital status.
You can use the second one when emailing two or more people. This way, you will be able to avoid gender-specific addresses.
Write an engaging opening sentence
The opening line should grab the recipients’ attention. This will ensure that they engage with the email and read it to the end. You can start with:
- I hope you had a nice weekend/I hope you are doing well
- Thanks for…
- I enjoyed our last conversation about…
These openers would work because they acknowledge the reader initially and help you connect with them. Moreover, expressing gratitude also puts the reader first. This works best if you reply to an email.
Also, when you use the third method, you are connecting with the recipient on a personal level. It dives directly into the subject matter, especially if you want to follow up on a previously discussed topic.
Carefully choosing the words of a professional email gets you the needed attention. This emphasizes the urgency of the reader’s tasl and enhances effective communication.
Why is it Necessary To Start an Email With a Strong Greeting?
A strong greeting sets the email in a positive tone. It encourages the reader to connect with the content deeply and reduces the chance of being ignored. Before you start with an email, you need to put a subject line.
This line can decide whether the reader will read the email, so it is important to grab their attention at the beginning. When you are confident in your subject, create an email for your readers to take action.
You should be using a thoughtful opening when you are asking the recipients to:
- Take part in a survey
- Click on a link
- Provide some clarity on a matter
- Respond to a question
- Check a document or look for other information
- RSVP
- Support your business
No matter what you are asking of the readers, your introduction should make them eager to spend time with the message.
How to Construct a Professional Email?
Constructing a professional email is not only about how to start a professional email, but also about the body. It is about the entire email. Here is how you should construct it.
Use a Catchy Subject Line
Mention your intention for sending the email, preferably in seven to eight words. This will help the recipient identify the email in their inbox.
Greet Them Appropriately
If you know who you are addressing the email to, you can include their name. If not, it is best to use sir/madam. However, irrespective of the person you are addressing, you should add a comma at the end of your greetings.
Write the Email Body
This is the section that holds all the information. This is where the reader focuses. Keep it crisp, but provide all the information to describe your intention. Be mindful of the time the reader spends on the email to understand it.
Have a Closing Line
You can place a CTA in the closing line or inform the reader about the next steps. Do not force them to respond to you. Write the line so that the reader feels inspired to respond to your message.
End With a Signature
Do not forget to put your signature to maintain a sense of professionalism and neutral authority. This should include your complete name, job position, phone number, and company name. Moreover, you should also include an alternative email address.
Tips to Write a Professional Email
Here are four valuable tips you should remember while writing an email.
- Know your audience: Know who you are writing to. If you use unfamiliar terms to someone not from the same industry, they may find it difficult to understand.
- Write incisively: Stay within the topic. Do not drift away from it or provide irrelevant information, as this can cause the audience to lose focus.
- Keep things simple: If you can communicate your message in just one or two sentences, end it there. Do not drag it unnecessarily.
- Show your etiquette: Everything you put in this email should portray a professional image. Moreover, they should not send emails during their non-working hours.
Maintain a Formal Tone
Now that you know how to start a professional email and frame it, it is time to write the first email. However, remember to maintain a formal tone throughout the email; if you know the recipient well, only address them by their name.
However, if you are addressing your seniors, ensure you address them by their last name. Also, do not attach unnecessary documents. Keep it organized and simple.
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