Professional Email Writing
This playbook outlines a step-by-step procedure for composing professional emails. It emphasizes clarity, conciseness, and appropriateness for effective workplace communication.
Step 1: Subject Line
Craft a precise and informative subject line. It should summarize the email's content and intent in a few words to immediately inform the recipient about the email's purpose.
Step 2: Salutation
Start with a proper greeting. Use 'Dear' followed by the recipient's name or title for formal emails. In less formal situations, 'Hello' or 'Hi' can be appropriate.
Step 3: Introduction
Open with a brief and polite introduction. Mention your name if the recipient might not immediately recognize your email address and provide context if necessary.
Step 4: Main Message
Clearly state the main point. Stick to one topic per email and ensure that your message is comprehensive yet succinct to maintain the recipient’s attention.
Step 5: Additional Details
Provide necessary details or instructions. Use bullet points or numbered lists if conveying multiple pieces of information to enhance readability.
Step 6: Call to Action
Make your expectations clear. If you require a response or action from the recipient, state it explicitly while being polite and considerate of their time.
Step 7: Closing Remarks
Conclude with a polite closing statement. Thank the recipient for their time or help, and indicate any follow-up that may be needed.
Step 8: Signature
End with an appropriate sign-off. Use 'Best regards,' 'Sincerely,' or another professional closing, followed by your full name and any essential contact information.
Step 9: Proofread
Review the email for typos, grammatical errors, and tone. Check that the message is courteous and that all attachments mentioned are included.
Step 10: Send
Once you're satisfied with the email, press the send button. Consider the timing of your email – it’s often best to send during standard business hours.
General Notes
Tone
Match the tone of your email to the company culture and your relationship with the recipient. It is better to err on the side of being more formal if you are unsure.
Attachments
If you mention attachments, don't forget to actually attach the files before sending the email. Double-check to ensure all relevant documents are included.
Email Length
Be concise. If your email exceeds a few paragraphs, consider whether all the information is necessary, or if an attachment or a meeting might be more appropriate.
Follow-up
If the email requires a follow-up, set a reminder for yourself. If you have not received a response in a timely manner, it is acceptable to send a polite follow-up email.