A professional email is an important tool used for daily correspondence with customers, businesses, and coworkers.
How do you write a professional email?
Professional or business emails are written in a formal but friendly tone with an actionable message to communicate your intention. A professional email example makes it easier to understand how to compose and structure mail concisely and competently.
What is a professional email example?
A professional email example is a sample email or template that is used to create a formal email for business and academic purposes. It provides guidelines as to the layout and the phrases or terms incorporated in formal emails. A professional email example covers the following components:
- How to address the recipient
- The body of the email
- The email ending
- The email signature
The purpose of using a professional email example is to help you create an effective email, allowing you to communicate respectfully and efficiently. Whether you are drafting an email to request an update from a company or desire feedback concerning a job application, writing a formal email can help you accurately convey your message or ideas.
Examples of professional emails can save time, prevent confusion, and ensure that you follow the correct email etiquette. Anyone can use these templates to create their mail based on the topic and the intention of the message.
Reasons to use a professional email example
The purpose of a formally written email is to establish one’s professional reputation and open a clear channel of communication. A professional email example makes it easier to structure the mail along with the appropriate terminology and tone when corresponding with a company director, manager, colleague, or business associate.
Formal email templates offer the following benefits:
1. Clarity and consistency
A business email must be clear and deliver a meaningful message, helping to facilitate communication while establishing a professional relationship.
2. Prevents misunderstandings
Following a professional email example will prevent using terminology or formats that may confuse the recipient.
3. Creates a positive impression
Professionally structured and worded emails showcase competency and establish rapport.
Following formal email templates makes it easier to address the recipient perfectly and sets the right tone for future communication.
How to Write a Professional Email
Writing a professional email includes several key components:
Subject line
A formal email must have a subject that refers to the information you are requesting. It should be followed by an email preheader that provides a summary of the subject when viewing the inbox.
Salutation
Every professional email example will include a formal greeting such as “Dear Mr/Mrs,” followed by their last name. If you are referring to a company, you can use the greeting “To whom it may concern,” and if you don’t know the last names of the recipients, address them with “Dear Sir/Madam.”
Body/Main Message
Make the purpose of the message clear. The first line should describe why you are contacting the individual or company. For example, if you are accepting a new job, you would say:
“I am writing/reaching out to thank you for the position of (job title) at (company name).”
Email Ending
The body of the email is followed by the email ending, in which a few closing phrases conclude the message.
“I look forward to hearing from you” and “Thank you for your time and consideration” are appropriate ways of wrapping up a formal email.
Email Signature
The mail should end with “Yours faithfully” or “Best regards,” followed by your name, last name, and contact details such as a phone number.
A professional email example
The following email template is an example of a professionally written thank-you email:
Subject: Thank you for your time.
Dear (employer’s name)
I would like to thank you for taking the time to speak to me today. I truly appreciate learning more about the (position) and your organization and am excited about the prospect of becoming a part of your team.
I look forward to hearing from you.
Warm Regards
(Name)
Why use a professional email example
A professional email example can help you if you’re unsure as to how to write a formal email. A professional email example offers a step-by-step guide for drafting a formal email. This includes the placement of subjects, using appropriate greetings, and writing acceptable email endings.
Professional email examples describe the proper email etiquette, tone, and format so you can communicate positively and confidently.