How to Write Professional Emails

Gain the respect of your coworkers by generating perfect, professional emails.

Step 1:

· Consider the salutation. Even the most informal email should address the recipient(s) by name. Therefore, "Hi Janice," "Dear Mr. Jones" or "Dear Larry" are all acceptable salutations. "Hey," "Excuse me," "Sorry to bug you," or nothing are not.

· Step 2

Be specific. Even if you just finished a detailed telephone conversation with the intended email recipient, provide specific, concise background in your follow up email, as it will probably be forwarded on to others. Thus, instead of "this is regarding Texas," state, "this is regarding our site at 1025 N. State Street, Suite 2500, Austin, Texas."

· Step 3

Know that simple is best. Use a standard, clear font that is readable and not too large or small. Use the same font throughout the entire email, as well as in all your emails.

· Step 4

Avoid questions. Utilize simple, declarative, explanatory sentences that detail exactly what you need, instead of asking open ended or ambiguous questions. For example, use "Please review the attached document and call me to discuss the fees," instead of "What do you think of this?" Or, "please verify the date and time you are available to meet to go over the Stern Memo," instead of "when are you free?" Or "please confirm the total consideration for the Baker transaction," instead of "how much will it cost?"

· Step 5

Use please and thank you. Because you will be using simple, declarative sentences, usually requesting or requiring the recipient to take some kind of action, it is important to soften the tone by using please and thank you often. At the very least, use it at the end of your email: "Thank you for your help, and please call me with any questions or comments you may have."

· Step 6

Consider a signature block. Provide your full, complete contact information in a signature block at the end of all your emails. This signature block should include your full mailing address with zip code, telephone numbers, and email address. It is especially important for PDA users to remember to program their hand held devices to always provide this information when sending emails.

Tips & Warnings

• No matter how rude or insulting the emails you receive are, always respond in a professional manner using please and thank you.
• On longer, more detailed emails, fill in the recipient field last. This will ensure you don't accidentally send the email before it is ready.
• If you receive an email that is confusing, respond by restating what you think the directive is, then asking for verification. Pick up the phone if you need further clarification.
• Memorialize telephone conversations with short emails summarizing the same, especially if there is a directive involved.
• Always put your email address in your signature block, even if it seems redundant.