Josephine's Personnel Services, Inc.

How to Write a Professional Email

April 17th, 2018

Use these tips to write a professional email.

For many industries and companies, email is one of the most common forms of communication, whether it’s used for a quick response or a longer detailed message.

Since this method of communication is used often, there is a lot of room for error, which can negatively impact yourself and your business.

Here are a few tips to remember when writing and sending emails that could save you a lot of grief.

4 Email Etiquette Tips

  1. Proofreading

While many email provider offer editing services, they may not catch the wrong word if it’s spelled correctly; if you write “ant” but mean “and” the editor may not catch it. While this may seem like a simple mistake and the email recipient will likely know what you are trying to convey, it can make you look less professional.

Take the time to read and then re-read your email; there’s no point in losing credibility over an easy to catch error. Read the rest of this entry »

Do’s and Don’ts for Using Email at Work

April 8th, 2011

Most of us can’t imagine life without email. When used properly, email is a great convenience and timesaver, especially on the job. Unfortunately, it can sometimes threaten to overwhelm productivity in the office. How can you make sure that email is being used professionally and appropriately, to be an asset and not a liability?

  1. Keep it brief: Email is a good way to alert people of important news and direct them to detailed information elsewhere, such as through a link to an internet or intranet site. Emails should not be paragraphs long.
  2. Use meaningful subject lines: The subject line should help recipients screen, prioritize and organize email in their Inboxes. Specify “Action Needed” or “Reply Requested” if necessary.
  3. Get to the point: Ask your question or provide your response within the first few sentences of your message. You can give details or explanations later.
  4. Include only the right people: Don’t send emails to everyone in the company or everyone on a group list unless the content is meaningful to the whole group — and don’t hit “Reply All” if only one or two people need to see your answer.
  5. Consider your timing: Email is not the appropriate place to ask something that requires an immediate or urgent response. People do not always check or respond to email immediately.
  6. Be friendly but professional: Email is informal but should never be sloppy or inaccurate. Use correct grammar and spelling, paragraph breaks, and a pleasant tone.
  7. Check it twice: Prevent potential embarrassment by proofreading everything in your email, including the recipients’ email addresses, message content (including any forwards you might be sending) and any attachments before you push “Send.” If you mean to send an attachment, make sure it’s attached!
  8. Provide a summary: If you forward a message or conversation thread, don’t assume the recipient has the time to read the whole thing and figure out what’s going on. Save time by starting off with a quick summary of the thread, then mention which areas are pertinent to the recipient.
  9. Control Incoming Email: Ask family and friends to limit personal emails to your work address, especially jokes, chains, cute pictures and political messages. Ask your colleagues to do the same.
  10. Use your email program’s built-in tools to help you organize messages: You can organize by sender, client, project or however you think it will make it easier for you to prioritize work or locate a particular message quickly.
  11. Limit email time: Most email doesn’t have to be read or responded to immediately. Check it regularly, but no more than 3-4 times a day.
  12. Write every e-mail for your boss’ eyes: Email feels private, but it’s anything but. You never know who can or may be reading your email. It is the property of the organization, and it can be retrieved and reviewed by senior management or the IT team at any time. Emails live on forever and can be forwarded, shared, copied, printed or subpoenaed. Use discretion!