2. What is an email?
Email is one of the most widely used forms of
written communication —both in and out of the
workplace.
Why is it important?
• Save time
• Provide clarity
• Show competency
• Establish a reputation for a person or business
3. How to write a professional email?
Use a professional email address
The typical format is simply your name@ [the
domain].
yourfullname@thedomain
firstname.lastname@thedomain
firstnamemiddleinitial.lastname@thedomain
5. What should be avoided in an email subject line?
When composing an email subject line, you’ll want to keep it
professional and concise.
In a short phrase (but not too short), summarize your email’s message
to help the recipient(s) know what to expect from your message when
they read (or glance) it in their inbox.
You don’t want your email's subject line to be too short as to be vague,
nor too long that the recipient won’t be able to read it completely (or
most of it) from their inbox.
6. Add a concise, informative subject line
This is a short phrase that clearly summarizes the reason for your
email message or the goal of your communication.
Eg: Subject- Product Presentation
Greet the recipient with a proper salutation
This is the first line of your email and generally acts as the greeting.
Hi Mr. Samson,
Hello Maria,
Dear Dr. Smith,
Dear colleagues,
7. Write the body of your email
Thank you for attending the new product presentation this afternoon. I’ve
attached a video file of the full recording so you can share it with your
team. Please let me know if you have any questions.
• End emails with a sign-off and signature
Regards,
Best,
Sincerely,
Thanks,
Kind regards,
Sincerely,Jillian Jones Senior Software Engineer ABC Company, Inc.
8. Subject line: [One sentence or phrase describing message contents]
My name is [your name] and I am [job title] at [company name]. I am
writing to [one to two sentences describing your request].
[One to three sentences describing your benefits or what you can offer in
return].[One sentence describing an action step].
Thank you for your time and consideration. I look forward to hearing from
you.
Sincerely,
[Your name]
[Your title]
[Your company]
9. Useful phrases
Meeting
Meeting request regarding... “
“Meeting follow-up needed”
“Request for an informal meeting”
“Please see meeting availability”
Request
One quick request"
"Inquiry regarding… "
"Important information enclosed… "
"Follow-up needed regarding… "
"Please acknowledge receipt of this email"
10. Applying for a new job
Application for… “
“Referred by… “
“Cover letter and resume regarding… “
“Position available as... “
“Thank you in advance for reviewing my application”
Opening lines
"I am writing to you with regards to… "
"I am writing to you to follow up on… "
"I wanted to let you know that… "
"Your action is needed regarding… "
"Please see the following update"
"This is a quick note about… "
"Please acknowledge your receipt of this documentation by… "
"The following is to inform you of... "
11. Replying for an email
Thank you for your email regarding… "
"Thank you for getting back to me so quickly"
"In response to your request for… "
"As per your request… "
"Thanks so much for your feedback on… "
"As requested, I am sending you… "
"I appreciate your email and... “
Apologise
My apologies for… "
"I apologize for the delay in my response"
"I am so sorry to hear about… "
"My apologies for any inconvenience this may pose"
"Please accept my apology for... "
"I was out of the office earlier; my apologies for any delay"
12. Friendly Greetings
I hope this email finds you well"
"I hope all is well"
"It was great to see you on… "
"It was a pleasure meeting you… "
"I hope you are enjoying this lovely day"
"I'm so glad we had a chance to catch up during... "
![How to write a professional email?
Use a professional email address
The typical format is simply your name@ [the
domain].
yourfullname@thedomain
firstname.lastname@thedomain
firstnamemiddleinitial.lastname@thedomain](https://image.slidesharecdn.com/emailsthm2ndyear2ndsem-250508232919-52ff651d/85/How-to-Write-an-email-step-by-step-pptx-3-320.jpg)
![Subject line: [One sentence or phrase describing message contents]
My name is [your name] and I am [job title] at [company name]. I am
writing to [one to two sentences describing your request].
[One to three sentences describing your benefits or what you can offer in
return].[One sentence describing an action step].
Thank you for your time and consideration. I look forward to hearing from
you.
Sincerely,
[Your name]
[Your title]
[Your company]](https://image.slidesharecdn.com/emailsthm2ndyear2ndsem-250508232919-52ff651d/85/How-to-Write-an-email-step-by-step-pptx-8-320.jpg)
