Writing Professional Emails

When sending an inquiry for a job, applying for a position, or communicating in a professional setting, it's vital to structure your email in a polished manner just like a business letter. As everyone receives numerous emails daily, ensure that your communication stands out for its content rather than mistakes or casual language.

Utilize a legible font size of 10 or 12 points in your emails and use a professional email address when corresponding about job opportunities. Your email address ideally should include your first and last name or initial and last name combination. Below are guidelines on what to include in business-related emails and the format to follow for professional emails.

How to Structure an Email Message

Your email presentation should mirror a conventional business letter with clear paragraph spacing and devoid of typos or grammatical errors. Keep your email succinct and to the point—quality over quantity. Avoid complicated sentences and make it easy for the recipient to grasp the purpose of your email quickly.

Proofread your email thoroughly just like any other document. Consider printing out the draft to catch any errors that might have slipped through while reviewing on a screen. Check the email template and sample provided to grasp how to structure your message.

Don't Forget the Subject Line

Include a subject line in your email as it gives a summary of your message and increases the likelihood of your email being opened. Strong subject lines include information on the purpose of your email, such as job applications, interview requests, or referrals.

Salutation and Greeting

If possible, address your email to a specific contact person using titles like Dear Mr./Ms. LastName. Find out the hiring manager's name from the job listing, LinkedIn, or the company's website. If no name is available, address the email as Dear Hiring Manager.

The Body of the Email

Structure your email with a brief introduction, the reason for writing, and appreciation for the consideration. When applying for a job, either paste your cover letter into the email or include it as an attachment. Clearly state the purpose of your email when networking or inquiring about positions.

Closing and Email Signature

Conclude your email with a formal closing such as sincerely and include your full name, email address, phone number, and possibly a link to your LinkedIn profile. Create an email signature to facilitate easy communication with hiring managers and recruiters.

Attachments and Template

Before sending your job search email, verify that you have attached any required files. Use the provided email template as a guideline to craft personalized messages for potential employers and network connections.