|How to write a professional email by Mr.Zaki Badr?
Follow these five simple steps to make sure your English emails are perfectly professional.
•Begin with a greeting
•Thank the recipient
•State your purpose
•Add your closing remarks
•End with a closing
Begin with a greeting
Always open your email with a greeting, such as “Dear
Lillian”. If your relationship with the reader is formal, use
their family name (eg. “Dear Mrs. Price”). If the
relationship is more casual, you can simply say, “Hi Kelly”.
If you don’t know the name of the person you are writing to, use: “To whom it may concern” or “Dear Sir/Madam”.
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”. Thanking the reader puts him or her at
ease, and it will make you appear more polite.
•If you are starting 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 …”.
•Make your purpose clear early on in the email, and then move into the main text of your email. Remember, people want to read emails quickly, so keep your sentences short and clear. You’ll also need to pay careful attention to grammar, spelling and punctuation so that you present a professional image of yourself and your company.
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A TESOL holder, Arizona State University, USA, December