Be Careful: How You Write and Send Emails Reflects Your Professionalism

Created on 3 July, 2024 • Marketing & Business Communication • 71 views • 2 minutes read

In this article, we'll discuss how to write and send emails properly. Writing an email is very different from posting an update on social media or chatting on WhatsApp. For those who haven’t entered the professional world yet, writing and sending email

Be Careful: How You Write and Send Emails Reflects Your Professionalism

In this article, we'll discuss how to write and send emails properly. Writing an email is very different from posting an update on social media or chatting on WhatsApp. For those who haven’t entered the professional world yet, writing and sending emails might seem like a casual task, similar to social media messages. However, if you're about to enter the workforce or have just started a job, this casual habit should be dropped.

You might wonder, why can’t this habit continue? After all, isn’t email just another communication tool? The answer is that in the professional world, email is considered formal. How you write and send emails reflects your professionalism. If you’re careless with your emails, people will judge you as unprofessional. Conversely, if you write and send emails well, others will see you as a professional.

Here are some tips to help you come across as professional when sending emails:

1. Write the Content First, Then Add the Recipient's Email Address Many emails end up poorly formatted because they are rushed or sent accidentally. Issues like missing punctuation, typos, or forgotten attachments often arise from hastily hitting the send button. To avoid this, write the email content first. Once you’re sure everything is correct, then add the recipient’s email address and hit send.

2. Mention the Recipient’s Name in the Opening Sentence Use the recipient’s name in the opening line. For someone you’re familiar with, you might start with "Dear John." Ensure you spell the name correctly—whether it’s John, Jon, or Jhon. For people you don’t know well, use their full name. Just using a first name can be seen as impolite, and abbreviating it incorrectly might offend them.

3. Use a Professional Email Address To appear professional, use a formal email address. If you’re representing a company, use the company’s official email address. If you’re representing yourself and using a Gmail or Yahoo address, make sure it’s professional. For example, use your full name like johnsmith@gmail.com rather than something informal like johnnycool@gmail.com.

4. End the Email Appropriately Just like in formal letters, end your emails with phrases like “Thank you” or “Best regards.” Include your company’s name and logo at the end of the email. While optional, adding your name and position indicates the email’s legitimacy.

5. Follow Unwritten Email Rules There are some unwritten rules to follow when writing and sending emails:

• Use capital letters appropriately, such as when writing proper nouns or titles.
• Avoid using CAPS LOCK for single words or entire sentences, as it can come across as shouting.
• Choose formal fonts like Times New Roman, Arial, or Tahoma.
• Proofread the recipient's address, subject line, and email body before sending.
• When replying, consider if you need to "reply all" or just reply to the sender.

For more detailed unwritten rules, you can read an article titled "Email Etiquette."

Conclusion

How you write and send emails significantly impacts how others perceive your professionalism. By following these tips—writing the content before adding the recipient, using proper names, maintaining a professional email address, ending emails appropriately, and adhering to unwritten email etiquette—you can ensure your emails are seen as professional and respectful.