Tips for Writing Professional Emails

For younger people looking for jobs, one of the more challenging aspects can be writing professional emails to get proper responses. Since many of us are used to the world of texting and direct messaging, we tend to forget the importance of our grammar, spelling, punctuation, and other matters of written importance. By improving your writing skills for professional emailing, you open yourself up to a world of potential opportunities, jobs, and connections. Let’s get into the tips for crafting your next great email below.

Use a Meaningful Subject Line

Regardless of if you’re applying for a job or just reaching out to an employer about employment opportunities, it’s important to preface any email with a meaningful subject line. The best subject lines are kept short and sweet, but also make sure to summarize why you’re contacting the person you’re emailing. This helps your message stick out in their inbox, making it more likely for you to be viewed as a candidate. 

Use a Proper Opening

When emailing businesses or companies about employment opportunities, it’s always best practice to utilize a proper opening. You don’t want to send emails that begin with ‘hey’ and ‘hello’, as these are too casual. Additionally, you don’t want your emails to be too formal and off-putting either. The best case for opening an email is to say ‘good morning/good afternoon/good evening.’ This is the best way to appropriately open an email. It’s friendly, it’s quick, and most importantly it’s professional. 

Keep Your Emails Short

Keeping your emails concise and to the point is another great way to get noticed. Many employers are busy people, and while they’re always on the hunt for the next talent to hire for their business; they may not be able to ingratiate themselves in hundreds of long emails. This is why keeping things short in your email is the best way to ensure a follow-up.

Keep Things Easy to Read

Another huge part of sending out professional emails is to focus on the readability of your email itself. Be sure to use indentation for paragraphs, and to also include the most relevant information at the start of your email. This makes it easier for employers to skim through your email, making sure they fet all the information they need from the first few lines.

Avoid Using Slang

When sending out professional emails, you want to make sure you’re being formal in the language you use. Using slang or emojis in a business email can be a detriment to the possibility of getting a reply. It makes you seem naive or unfit for roles to your employer.

Be Courteous and Polite

It’s always important to mind your manners when connecting with someone via email. Typically, employers are very busy people who are charged with a number of tasks they need to complete in order for their businesses to run smoothly. By being polite and courteous to these employers, you build a rapport with them that portrays you as an intelligent and considerate employee, which is a great first impression to make for anyone looking to get hired. 

Don’t Be Afraid to Stand Out

When you’re writing your email, remember that just because you need to be professional does not mean you can’t be charismatic. While being overdramatic or silly in a business email is never recommended, throwing in the odd joke or quip is a great way to humanize yourself to an employer, which makes them more willing in the long run to hire you.

Reference Previous Conversations

Whether you’ve already spoken to your employer in person at one of their locations or at a job fair, referencing these previous conversations in your email correspondence is a great way to jog an employer’s memory and have them remember you. By doing this, you help to build the mental image your potential employer has of you, which means they’re more likely to contact you when it comes time to decide who to hire.

Proofread your Email

Of all the tips on this list, the one that will save you the most trouble is proofreading your email. While many of us like to think we’re able to type a quick message without the risk of spelling mistakes, grammatical errors, or syntax problems; that isn’t always necessarily the case. Whether you’re sending a lengthy message or a quick text to let your potential employer know a last-minute detail, it’s always best practice to proofread your emails before sending them.

Create an Email Signature

When you close an email, you also need it to look professional as well. Typically, a thank you or the best regards followed by your name is a best practice most of us follow. If you want some additional flair, consider using an automatic email signature that appears at the bottom of all your correspondence. It adds a layer of flair and professionalism that’s sure to catch the eye of potential employers.

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