How to Write a Professional Email Template- 8 Best Tips
Whether you are a student, beginning a new job, answering a meeting request, or are a B2B marketer communicating with others at work, you’ll need to know how to write a professional email.
A professional email template can efficiently address work-related communications.
Understanding how to draft effective professional emails allows you to write competent messages for business success.
After all, structuring a professional email template for business is an art, and you don’t want to let go of any prospect only because your email wasn’t well-written.
Here is a checklist of the most promising procedures you can follow to raise your email marketing ROI.
But before that, let us understand professional email-
What is a Professional Email-
A professional email is any communication that you assemble either as an employee or a prospective worker of an establishment. Professional emails are brief and efficient, keeping both parties on task.
These styles of communications have a typical structure & professional tone. So, focus on operating clear, straightforward language as the recipient has several communications to perform each day.
Also, industry jargon is acceptable while writing to somebody acquainted with these terminologies and phrases.
Professional Email Formatting Basic
Formatting of an email matters when it comes to sending professional emails. Here, you cannot ramble on or ignore like other emails.
While writing down your professional email template, always break it down into basic elements first, then it’s easier to structure it effectively.
Of course, each situation is different, so you can always tweak it a bit as per the requirement at that time.
A professional email should have four basic elements:
- Subject line
- Email body
- Email signature
Professional Email Template
We write professional emails for many reasons and situations, so it is difficult to suggest a generic template that fits every business requirement(tweak the format as you need).
This example of a professional email template can provide a kickstart for crafting your next professional email.
You can change the format as you need.
Subject Line: [Issue] – [Salutation] [Your Name]
Dear [ recipient’s preferred name],
The first paragraph should be to the point. Don’t beat around the bush because it’s a professional email and time is money.
Besides, following the protocols of professional writing will mark a great first impression.
Business communication is all about great writing skills and concise information sharing through professional emails.
For instance, while applying for a job through email, write only about your skill set and how you discovered this opening. Enquire about the interview process and sign off politely.
Here, you can exemplify what value you will bring to their organization through your skills.
And remember to mention their achievements and why you want to join, how your work ethics match their organizational value, instead of just showcasing your qualifications.
Finally, illustrate why the recipient should take action.
Thank the recipient for their time and reinforce your agenda of the email with a strong call to action.
Your email signature
This format is a basic email template suitable for many professional work-related communications.
But changeovers will be needed according to the mixed business essentials.
A professional manner to initiate an email-
- Hi [Name],
- Dear [Name],
- Hello [Name],
- Hi Team,
- Hi All, or Hi Everyone,
Unprofessional manner to begin an email-
- [Misspelled Name],
- Dear Sir or Madam,
- To Whom it May Concern,
- Hey [Name], or Hey There,
- Hi [Nickname],
8 Best Practices for Writing Professional Email Template
High-end email marketing concentrates on understanding what precisely to enclose in your email.
Heed the tips delivered below for documenting adequate professional emails-
1. Focus on Writing Straightforward Subject Lines
An effective professional email is straightforward to convey professionalism.
When you write a clear subject line, it lets the recipient prioritize the emails in their inbox. (and they understand its purpose just by reading the subject line). Additionally, it should hold the recipient’s attention for an extra chance of a successful conversion. So, make it engaging as well.
It is recommended to keep the total number of characters to 60 or less in your subject lines for good readability across browsers and devices.
Also, focus on making them more personalized in getting the recipient’s attention.
2. Provide a Polite Greeting
You can start your most professional emails/ professional feedback request email template/ professional email signature template with a “Dear” or a suitable greeting as per prior relationship or contact level with the recipient. (while writing to a coworker that you are close to, you may simply have their first name).
Consider prior relationships, ask yourself why you are reaching out, and operate a professional greeting for writing business emails.
Sharing below some good greeting example for your reference-
- Dear[job title/ department/ group]
- Good morning[Name]
Words to Avoid-
- How is it going[Name]
3. Keep the Email Copy Short
In the case of professional email template, try to maintain your email copy always brief. (don’t overstuff it with additional elements).
Break your message into paragraphs, bullets, and lists.
Always communicates the following-
- The value that you/ your company brings to the table.
- Proof supporting your claims
- Benefit for the recipient.
- A Strong call to action
Just ensure that it is concise, straightforward, and does not confuse the recipient by asking irrelevant details.
4. Avoid Introducing Too Many Ideas Together
Give your professional emails a purpose so that the reader understands you mean only business.
Avoid underlining too many value proposals to nail a specific goal.
Keep your email copy focused and cut the following:
- Irrelevant claims that do not match up to the main purpose.
- Multiple offers
- Adding more than one call to action
5. Address the Point Immediately
Demonstrate professionalism by honoring the recipient’s time and immediately state the purpose of your email briefly.
And remember to include a numbered list if there are several points to address.
Say your objective early in the email, and then move to the main copy of your email.
- “I am writing to enquire about…”
- “I’ll want to request…”
- “I am writing regarding…”
- “The purpose of the email is to…”
6. End With an Effective Call-to-Action
A perfect closing with an exceptional call to action makes your professional email template a winner.
Wrap up with some direction for a call-to-action that makes obvious what you are expecting from them.
- Please reply to discuss more details
- Let’s keep in touch
- Please let me know by[day and date]
7. Research Right Contacts to Approach through Mailgaze
Before sending professional emails, figure out if the recipient is the right point of contact for your business goals.
Research your audience through a powerful email intelligence tool like Mailgaze.
Mailgaze is the best email spy tool that can help save you a lot of time by providing you with the right emails according to your objectives and niche to help you close a deal quickly.
Mailgaze allows you to optimize, build, and design your email marketing to get the best ROI (return on investment) in your marketing program. You can use these insights to connect with the right audience, drive conversions, and boost retention.
Features to supercharge your email campaigns-
- Powerful Search Process– Mailgaze’s powerful search bar helps you find emails of your competitors by keywords, domain, advertiser, text in image, object in image, and celebrity & brand in image.
- Locate emails faster- You can easily find emails between a certain date range.
- Filter Ads smartly- Furthermore, filter the emails by country, gender, and age to get the most relevant information for optimising your email marketing campaigns.
- Bookmark your favorite emails- You can bookmark your favorite or most in use email for future needs.
By adopting Mailgaze for crafting your professional emails, you will act more strategically to connect with the correct consumers and swiftly prevail with every message sent through Mailgaze.
The user-friendly interface of Mailgaze lets you perform a comprehensive search with filtering capabilities to help you find emails you need to know about for the good.
8. Add a Closing Note With Contact Information
Before ending, include your closing remarks to show your appreciation and next course of action.
A well-written closing remark improves the chances of a reply back. Apart from being polite, it makes you likable, positive, and professional.
Closing remarks serves 2 purposes-.
- Allows you to thank your recipient one more time.
- It shows that you are open to continuing by telling them ways to reach out to you. (contact info etc.)
Professional email closing remarks examples-
- “Thanks in advance.”
- “Thank you for your consideration.”
- “If you have any other questions, you can call me by [Telephone Number].”
- “I hope to hear from you soon.”
Conclude your professional email template with your name, title, and contact information.
Common Mistakes That Make Your Professional Email UnProfessional
Here are some common mistakes to avoid:
- Don’t Use Inappropriate Email Addresses-Always use your corporate email address for professional emails. Personal email addresses are not appropriate for business correspondence.
- Don’t Use Incorrect Spellings or Bad Grammar– Proofread your email carefully. Typos and grammatical errors are huge turn-offs. And utilize Grammarly to spot errors in grammar, punctuation, and spelling.
- Don’t Forget to Attach Files– If you have mentioned attaching a file, do not forget to attach it. Also, name it properly so that the recipient understands before opening it.
Sending the right business emails is crucial for closing the right deals. And learning to write the right emails the right way is even more critical.
While writing an important professional email, ensure it is simple and to the point for a better chance of success.
Break the email down into sections, focus on personalization, and keep it short and precise.
Think about your businesses’ key requirements and use Mailgaze to find the right emails that matter!