Professional Email Writing Examples

(Last Updated On: April 29, 2020)

Professional email writing is a sheer diplomatic act that has many examples. The original text of your email begins with a combination of greeting and addressing the reader. Although this is something that many people are known to be wrong about. This article will give an overview of professional email writing examples.

Professional Email Writing Examples

Business communication was there for as long as people were selling products and services to each other.

And over this millennium, we’ve created official templates for business letter writing, but we haven’t set up an official template for how to format a business email. (Granted, the email was only available to the general public about twenty years ago

How formal do I need to be?

Better to be very formal and polite than not formal or polite enough. Be careful and stick to the classic ‘Dear Mr / Mrs’. / Mrs … ‘, especially if you write to someone you don’t know or who you know who is in a higher position for you.

If you are already familiar enough with the individual, you can use ‘Dear …’ and the person’s first name. You should use ‘Hi’ or ‘Hello’ only when you know your colleagues or clients very well.

Which headline should I use when addressing the reader?

Sometimes writing professional e-mails can mean communicating with people of academic backgrounds, even several. However, this only becomes really relevant when you do a Ph.D. or it may even be that the person or people in question are professors. In this case, the professors are instead part of the title.

As seen one of the following Professional Email Writing Examples:

Murphy dear

Or

Dear Professor Murphy

‘Dear Sir / Madam’ or ‘Who might this be concerned about’?

If you do not have the name of a stranger, you should ‘Dear Sir / Madam’ or even ‘For those who may be concerned’, although this last is considered a bit outdated. So, writing ‘Dear Sir / Madam’ is best
Writing to multiple recipients

If there is more than one recipient in an e-mail, then all text must be addressed in the title. If the amount of people you’re writing to is less than five, the best option should be to include them all:

Dear Mr. Murphy, Mrs. Smith, Mrs. Jones, Mr. Malone, and Mrs. Littlewood

Or

Dear Matthew, Mark, Luke, John, and Jonas

If the number of recipients goes up to five, you should probably opt for ‘everyone dear’ without trying to list all your names.

What should I do if I’m not sure if the recipient is male or female?

It can sometimes happen that you only have the surname of a known person, or it may have occurred that the person’s maiden name does not imply what gender they are, for example. Alex Jones. If this is the case, then you should do some detective work, as addressing someone with the wrong title can completely disregard your email.

Company websites, social media pages, and even telephone books can help with such a situation. It may also be worthwhile to contact the HR department if you are dealing with large companies. However, if none of these options are available, then you should only select “Dear Sir / Madam” while this may be a bit unprofessional, but at least it is a safe option.

What should my opening sentence be like?

Once you address the recipient it should be followed by a comma. This comma will not affect the following sentence – it should still start with the capital letter:

Dear Sir / Madam,
Thank you for your quick response…

Business email writing format: what to do

However, we have a commonly used email format that is displayed in the image below.

Use this format to write a business email with the following five guidelines that can be easily modified for almost any business purpose.

1. Use a short but detailed subject line.

Use a generic topic like “proposal” to create a small but informative topic such as “product XYZ case study proposal” so that the recipient knows what to expect.

(And knowing what to expect can prompt the recipient to open the email early on. The secret isn’t always a good thing!)

2. Open with a salute.

If your message is particularly formal, start with the “Dear [recipient name]:” salute.

In most cases, “hello, [recipient name]” is a better option, as it may seem too reserved for the favorite email format, which is consistently more convenient than a letter.

If your message is a bit casual, you can customize your wishes during the day, such as “Good Morning, [payee name]”.

Email What You Guessed Sal For more information on how to punctuate salutes, see my post “How to break samples into emails and letters”

professional email writing examples

3. Write a short message.

Leave a line after the greeting and start your message.

Leave one line between each paragraph rather than indenting a paragraph because email-based text formats, including indentations, are notoriously not trustworthy.

Keep in mind that your recipient can read your email on a small-screen device, so keep your message as short as possible without clarity.

4. Use a closing.

Although normal to casual emails that are signed up with your first name, end formal emails by placing a line at the bottom of the message with formal punctuation (e.g., “sincerely,”) or an elliptical clause (e.g., “thank you.”).

A less formal email can end with a sentence that stops understanding (e.g., “Call me if you have any questions” “). Enter your name below the closing or closing sentence.

If you want to know more about Supplemental Closure, Epilogue Closing and Sentence Completion, see “How to turn off emails and letters, Part 1” and “How to turn off emails and letters, Part 2” in my posts. ”

5. Make sure the information in your signature block is correct.

A signature block is basically an electronic business card under your closure that usually includes your name, company name, telephone number, email address, and website. This may include your business address, social media links, and a picture or logo.

Just like a real business card, your recipient will assume that he or she can use any given information, so make sure your signature block is up to date before hitting the send button.

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