Email is the most frequent communication tool used in professional business. Aside from its speed and efficiency, you can use it for any purpose, like writing MoM at an important meeting, delivering an update, or applying for a job. 

It's crucial to learn how to write and send professional emails, while this can be more problematic than it sounds as many workers get used to a very casual approach inspired by their personal lives to workplace communication.   

Before sending an email, you need to be sure that your message is already well-written. You can follow these six steps to help you to create a professional massage.

Recognize your aim

Before making a draft, you need to ask yourself what you want the reader to do after they’ve read it. Once you’ve found out the objective of your email, you can ensure everything you include in your message supports this action. For example, if you want the recipient to review a report you’ve attached, let them know what the report is, why you need them to review it, what sort of feedback you need and when you need the task completed.  

Consider your audience

When you compose an email message, make sure your tone matches your audience. For example, if you’re emailing a business executive you’ve never met, keep the email polished and free of any jokes or informalities. On the other hand, if you’re emailing a colleague with whom you have a good relationship, you might use a less formal, more friendly approach.

Keep it concise

Your audience might have little time to read your email, so make it as brief as possible without leaving out key information. Try not to address too many subjects at once as this can make your message lengthy, challenging to read, and difficult to take action on. When editing your email, take out any information that’s irrelevant to the topic you’re addressing. Use short, simple sentences by removing filler words and extraneous information. This will make your note shorter and easier to read.

Proofread your email

An error-free email demonstrates diligence and professionalism. Before you send an email, take a moment to check for any spelling, grammar, or syntax errors. Also, double-check to ensure you’ve included any attachments you may have referenced in your message. If it is an important email to critical stakeholders, you might ask your direct supervisor or a trusted colleague to read over it before you send it.

Use proper etiquette

Include a courteous greeting and closing to sound friendly and polite. Additionally, be considerate of the recipient and their time. For example, unless it’s an emergency, avoid emailing a contact asking for something after-hours or while they’re on leave.

Remember to follow up

Most people receive several emails per day, so they might miss or forget to respond to your message. If the recipient hasn’t replied within two working days, consider reaching back out with a friendly follow-up email.