How to Write a Professional Email
The art of communicating effectively is essential in professional and personal life. This is something we talk about all the time at King’s. However, we often forget that this same skill matters just as much in our online communication, namely our email.
The art of communicating effectively is essential in professional and personal life. This is something we talk about all the time at King’s. However, we often forget that this same skill matters just as much in our online communication, namely our email.
As a student, emails may seem like an afterthought– merely the standard way to communicate with your professors and peers. However, as with most things at King’s, your email practices now are creating habits that you will carry into your career. Someday, as an intern or employee, your emails will facilitate something larger than study groups or office hours. They will facilitate missions, important ideas, and even organizations.
Thus it’s important to learn to communicate via email well now because it will matter later.
The following are a few key factors for writing professional emails.
Subject Line
Often overlooked, the subject line you craft helps your email stand out in the recipient’s inbox. Keep it short, professional, and informative. When emailing professors consider including the name of your class and your section.
Introduction
How you address your recipient matters just as much as what you write. Always address your recipient by name when sending an email to an individual, and be sure to use formal titles, such as Dr. or Professor. It is best to include a word of greeting, like “Hello, Dr. Bradley” or “Dear Dr. Kinlaw.”
Body
Be kind, clear, and to the point in your email body. In most cases, you want to communicate your message in as few words as possible, leaving minimal room for interpretation or confusion. Use correct grammar and punctuation to further this effort.
Also, when appropriate, close with an action statement, like a clear question the recipient can respond to. This guides the reader on what to do next.
Signature
There are many ways to sign an email, and the appropriate signature will depend on the nature of your email. Some of the most common signatures include:
- Thanks
- Sincerely
- Best
- Respectively