Professional Email Address Examples
The continuous development in technology and involvement of internet in our lives have drastically transformed the communication tools. Whether we talk about students, professional businesses or other faculties, email have become the most important communication form.and also they do make an impact in our professional work so today we are going to discuss on writing Professional Email Address Examples.
Emails are beneficial for every individual because the sender and receiver of the email aren’t supposed to be physically present at one place. It empowers people to communicate without any barriers and the message can be transferred from one part of the world to another in the matter of few minutes.
Although it is quite easy to communicate via Email, however, many people still struggle with writing a professional email address which is short, clear and to the point. We often tend to forget that if emails are not professional or clear, it would be highly difficult for the receiver to understand the concept and take action according to the things mentioned in the email.
If you also struggle with writing professional email address examples and have no idea about the things which should be added in the email then, continue to read on!
What are Professional Email Address Examples?
Professional business emails are the ones which are capable of bringing the reader and the sender on the same page while eliminating the chances of misinterpretation. It is true that writing a professional email address examples by following the example isn’t a big deal at all, however, writing the right letter is.
The recent study on email writing suggests that professional business emails are short, easy to understand and subject-oriented in nature. The professional email writer usually eliminates all sort of unimportant information from the context and keep it informative and less time-consuming.
Another study suggests that long emails decrease the positive impacts of the email thus increases the chances of potential rejection.
The discussion suggests that now it is the high time to change the way we see the professional business emails and switch to the ways which are more productivity oriented and less time-consuming in nature.
Pre-requisites of writing a Professional Email Address
Most of the people especially students and other busy heads, usually make the mistake of writing the professional email address without any prior preparations. The pre-requisites of writing professional email address examples helps us in understanding that it is highly crucial to prepare beforehand in order to reduce the chance or errors.
Gather Information about Topic
Many people make the mistake of writing the email without gathering proper information about the topic they are talking about. For instance, if students are writing a professional email to the college administration, they often forgot to look out for the information which could support their statement.
You should consider it your responsibility to search for the topic beforehand. If you are planning to talk about the scholarship or endowment program at your institute or if you are planning to discuss any policy, always try to search for the supporting material in order to sound highly professional.
Understand your Reader
There is a huge difference between sending an informal email to your friend next door and sending a professional business email to the high officials. Before writing an email, you should properly understand the schedule of the reader and check the time slots which would be highly appropriate for the sending the email.
This phase all helps in understanding the nature of your reader. For instance, if they are facts oriented, you can easily look out for the convincing facts and the tone which should be used while crafting the email.
Prepare the Draft
Preparing the draft before sending the actual email is very important. Draft not only helps in overviewing the email, however, it facilitates in eliminating the chances of grammatical errors or any sort of useless thing which might impact the efficiency of your email.
Prepare the draft and review it at least 2 times. This process will only take 5 minutes because if your draft is accurate then, you just need to update the email address and send the mail.
Select the Right Time
Timing plays a very crucial role in understanding the success factor of any email address. If you are writing a professional business email and sending it at 2 am then, expect the straight rejection because your reader is expected to get extremely irritated by your actions.
It is always recommended to send the professional business emails during the business hours. For instance, the students are recommended to send the email during the administrative hours and same goes for the office people.
The research suggests the emails which are sent at 11 am are expected to gain the more reader attention because during those are the peak hours. Similarly, professional business emails at 14th hours are also expected to get the right attention.
Select the Professional Email Address
Believe me or not, your email address plays a very important role in deciding your position in the inbox of your reader. Most of the people make the mistake of sending the professional business emails by using their personal ids.
Most of the personal email addresses consist of the nicknames and date of births. The research states that the email address of the sender and name tends to impact the overall efficiency of the email. It is always recommended to select the right and appropriate email address before sending an email.
The domain name which you are selecting for your professional email address should be a reflection of your business or institute. For instance, if you are merchandisers then, your email address should include your name as the ID and your business name as the domain.
This factor will surely help the reader in understanding your professional approach thus increasing the chances of positive return. Moreover, this approach can also make the researching process easier for the reader. For instance, if he/she is planning to accept the business offer, he could easily search for your domain name and gain the right information.
Some of the most professional email ideas for business, which could be used for the business purposes are as follows:
The email address which you have selected for the professional email writing purpose will also help you in a number of ways. For instance, you can use the same professional email address for your resume and utilize it for sending an email to the professional bodies.
Elements of the Professional Business Email
Every single thing consists of several factors which help in the composition process and same is the case with writing the professional business emails.
What is the Purpose of writing the Email?
The purpose of the email is the central part of the professional business email. If you don’t know that why you are writing an email to the concerned person then, you need to relax back and find the reason behind writing the email.
The sort version of email purpose is called as the subject line. In the subject line, you should properly mention the reason for writing the email. For instance, if you are planning to forward the minutes of any meeting to your boss then, subject line would be:
Meeting of Meeting for XYZ Conference, Year
Why is subject Line Important?
The subject line aims to save the time of reading and helps in understanding the importance of the mail. For instance, if you are sending an email to your university administrative without proper subject line then, you might have to wait for ages to get the reply back.
Additionally, the professional business emails are not used by the single entity, they are used by a number of people who comes under the umbrella of administration. If you are not writing the purpose in the subject line then, it would be difficult for the reading person to transfer your email to the actual recipient.
- It is better to capitalize the major words in the subject line excluding articles. Example: Application for the Admission in Business Department
- The capitalization process aims to make the email appear more professional and readable.
- Don’t add a full stop, exclamation mark, or question mark at the end of the subject line.
- Don’t exceed the length of the subject line. It is better to keep the subject line short and clear.
- The state only the main reason for the writing the email. Don’t add any sort of details in the subject line.
Start your Email with Right Salutations
Salutations are the second most important part of the professional business email writing. Salutations and greetings are both the same thing. You should always start the email with the salutations like Dear Mr. XYZ, Dear Sir XYZ, Respected Miss XYZ or Respected Ms. XYZ.
- Never leave the salutations part empty while writing the professional email.
- It is better to add the last name of addressing body to show a high level of respect. For example, you can start the salutation like Dear Mr. John Smith or you can start it like Dear Mr. Smith
- Both the ways are accepted however, it is better to go for the last name for a professional
Select the Right Tone
The tone of any business email helps in determining the success of the proposed
purpose. There are always two ways of saying the things. You can communicate in the
harsh tone with the reader and force them to accept your proposal or you can use the
friendly tone and please them with your positive and friendly attitude.
- Before writing any professional email, you should properly search about the
topic so that you could provide the right facts.
- Facts and logical items not only make your email looks more promising
however, it helps the reader in understanding that you are a well-versed person.
- Try to be as friendly as possible and use the words like ‘please’, ‘I would be
looking forward to having a conversation with you’, ‘It’s a pleasure writing to
you’ and other positive fragments.
Follow the Actual Purpose throughout the Mail
Most of the people make the mistake of switching the purpose while progression
through the mail. For instance, if the subject line is talking about the business proposal
and in the midst of the mail you have started to talk about the importance of starting a
business then, the reader is expected to lose the interest your mail thus resulting in
Always remember that ‘One professional Business Email is written for Single Purpose Only’
Structure of the Professional Email Address Examples
The length of the professional email also plays a crucial role. If you are writing a long
email to the highly busy person such as chief executive of the company or even the
high officials at any institute, it is better to keep your purpose short and simple.
An email is just like an essay which consists of the introductory part in which you
usually introduce yourself and state the purpose of writing an email. In the introductory
part, it is better to give a little more information.
For instance, if you are sending the minutes of the meeting to your boss, in the
introductory part, start talking about the day and time at which meeting was held and
what were the major discussion points.
Next up is the body part, in this section you should provide the details in a simple
manner. The simplicity and tone of the message make it easier for the reader to
understand your purpose and develop the thinking in a similar manner.
End the Mail with Closing Remarks
Once you are done with the introductory and body part an email then, next step is
linked with the closing remarks. This section usually consists of the factors like ‘I shall
be waiting for your reply’ or ‘I shall be very much thankful if you could reply us back’ or,
‘Thank you for your time, we are hoping to hear from you soon’.
The closing of any email should be positive and it should motivate the reader to reply you back.
Additionally, the email should be closed with words like.
The reader of your email should know who you are and what position you have in the company.
So are you ready to write a professional business email? If you like our work on Writing
a professional email address examples have any queries then, feel free to contact us by
leaving your comments below.
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