Writing a professional email - for work or any other reasons - could be a hard thing to learn. Itâs something which can come easy for experienced IT professionals, but if you haven't any experience with crafting professional emails, or if youâre just starting a career, itâs a thing youâll need to learn.
Setting Up The Email Structure
Before we get to how to start a professional email, the shape of the email needs to be taken into account.
The email should have three components - the greeting, the email body, and the signature. The email body ought to be written in a professional manner, but thatâs not the main topic of this post. Make sure that you be placing a signature at the end of your emails - this is to indicate who you are, along with where youâre from. It also causes you to look more professional.
How To Start The Professional Email
Beginning an email is crucial as itâs the first thing the recipient sees when opening the email. The initial step is to add the recipient to the email - using their email address.
The next task is to greet the person in the first line of the email. The best ways to do this are:
Begin with either Hello, Hi or Dear. Dear is acceptable as it hails from the old-fashioned way of communicating - letters. At the top of letters, it was typical to address the other person as âDear nameâ.
Where Iâve mentioned "name", that can be substituted with either their first name, title and surname, or full name, including:
When youâve put in their name, place a comma and proceed to the next line. Donât begin the email right after that - include a line break, or even two, in between. This would improve the readability of the email.
What If I Donât Know Their Name?
There is a good chance you wonât know the recipient of the email. If youâve just been offered an email address with part of their name, that will restrict what greeting you can use. Alternatively, if youâve received a generic email address, like âsupport@company.comâ, you very well may not even have a name at all!
In cases like this, I would advise using what you can. When you've got a first name, then use that (such as âDear Johnâ). In case you donât have a name at all, you could merely use âHelloâ.
How To Address Multiple Recipients
The greeting would have to be adjusted if youâre sending an email to multiple recipients (more than one person). You can use greetings including:
Hi name 1, name 2,
Hello name 1, name 2,
Dear name 1, name 2,
Itâs similar to a single recipient email, except you can address people individually or using the word âallâ. If you address them individually, it might be something like âDear John, Peterâ or âHello Mr Smith, Mr Jones,â.
One important thing I would suggest is if you reference the people individually, donât mix and match the way you greet them. As an example, if you use the title and surname of the first person, use the same technique for all. Using a greeting such as âDear Mr Smith, Peterâ or âHello John, Peter Jonesâ doesnât look as professional since it is inconsistent.
I hope this answers your query of how to start a professional email. It gets much easier in time and after youâve got a bit of experience with it!
For more IT career tips and information on how YOU can improve YOUR IT career, such as starting professional emails, visit Complete IT Professional!