Although
emails are often seen as less formal than printed business letters, in
the business world you cannot afford to let your language appear to be
informal. Email may be faster and more efficient, but your client or
business partner will not easily forgive correspondence that is too
casual. Not to fear! Read on to discover simple secrets that will add a
high level of professionalism to your English emails.
Begin with a greeting
It's
important to always open your email with a greeting, such as "Dear
Lillian,". Depending on the formality of your relationship, you may
want to use their family name as opposed to their given name, i.e.
"Dear Mrs. Price,". If the relationship is more casual, you can simply
say, "Hi Kelly," If you’re contacting a company, not an individual, you
may write "To Whom It May Concern:"
Thank the recipient
If
you are replying to a client's inquiry, you should begin with a line of
thanks. For example, if someone has a question about your company, you
can say, "Thank you for contacting ABC Company." If someone has replied
to one of your emails, be sure to say, "Thank you for your prompt
reply." or "Thanks for getting back to me." If you can find any way to
thank the reader, then do. It will put him or her at ease, and it will
make you appear more courteous.
State your purpose
If,
however, you are initiating the email communication, it may be
impossible to include a line of thanks. Instead, begin by stating your
purpose. For example, "I am writing to enquire about …" or "I am
writing in reference to …" It's important to make your purpose clear
early on in the email, and then move into the main text of your email.
Remember to pay careful attention to grammar, spelling and punctuation,
and to avoid run-on sentences by keeping your sentences short and clear.
Closing remarks
Before
you end your email, it's polite to thank your reader one more time as
well as add some courteous closing remarks. You might start with "Thank
you for your patience and cooperation." or "Thank you for your
consideration." and then follow up with, "If you have any questions or
concerns, don't hesitate to let me know." and "I look forward to
hearing from you."
End with a closing
The last step is to
include an appropriate closing with your name. "Best regards,"
"Sincerely," and "Thank you," are all professional. It's a good idea to
avoid closings such as "Best wishes," or "Cheers," as these are best
used in casual, personal emails. Finally, before you hit the send
button, review and spell check your
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