Email Etiquette

Maggie LaMar
        

            Email has become such a significant part of our lives. It is the most common form of professional communication now and it’s essential we know how to properly send an email. We send multiple emails every day, but are we writing them properly? Here are a few tips on how to write a professional email.

 

1. Greeting

Whether it’s your boss, client or professor, it’s important to have a formal greeting. I like to use “Hello (recipient’s name)” as my introduction. It’s formal and lets the recipient know immediately that they’re the intended reader of the message. Say “hi” or many other jargon introductions isn’t good email etiquette and can make you look careless.

1. Intro

It’s good email etiquette to have an introduction to your email. First, add personal appeal to your email. Examples of this include “I hope that this email finds you well” or “I hope that you had a good weekend”. Also, lead in to the intent of the email. Don’t make the recipient search for the reason for the email.

1. Body

Include all of the information necessary for the email. Try to keep this as concise as possible. If there is information that isn’t necessary for the understanding of the message, leave it out. You don’t want information dismissed because the email is too long. Everyone is busy and have many emails to read; you don’t want yours passed over!

1. Conclusion

Thank the recipient for taking the time to read the message. If necessary, leave contact information and the best times to reach you. If there are any important dates or deadlines, summarize them in a sentence at the end.

1. Signature

Before your signature, close with “Sincerely” or a phrase like “All the best”. Then include your full name, position and any other relevant information necessary for the recipient.