Professional Email

• Professional or business email is email that you send to coworkers, colleagues, employers, employees, professors, students, or anyone whose position requires official, documented communication (e.g., military or government agencies, social service providers, etc.).

• Email to anyone in a higher professional position than you, anyone who is a service provider, anyone whom you don’t know personally, or anyone else with whom you don’t have an established rapport should be formally structured and should come as close as possible in tone and style to printed business correspondence.

• Although professional or business emails tend to be lengthy, try to address all your important points as concisely as you can. Your email should have one main purpose—applying for a job, submitting a customer service request, offering a client a contract, etc.—rather than several at once.

 

Rules of the Road

• Be direct and concise in business emails. Don’t use small talk to couch your point, because business emails are not venues for conversation.

• As in person or on paper, presentation is key to a positive first impression.

• Always follow the 10 cardinal rules of email (see that section).

• Be professional, write clearly and concisely, double- and triple-check your letter for errors in spelling and grammar, and use appropriate forms of address.

• Be sure you’ve spelled your contact’s name and title correctly.

• Although using email for professional or business purposes is simple and convenient, don’t be casual or informal.

• Never use emoticons or abbreviations as you might in a personal email.

• Pay attention to your tone of voice and be vigilant about anything that could be misconstrued.

Remember: Emails are essentially electronic letters. Don’t relax your standards of writing and presentation just because email is convenient and quick. Use the spell-check feature if your email program has it, but don’t forget to reread your email yourself also.

Sample professional email:

Date: 12 May 2004 16:52:38 EDT
From: Bruce Carmichael
Subject: Job opening - Managing Editor
To: Brigid Kerry

Dear Ms. Kerry:
Along with my attached resume, please consider this my application for one of the editorial positions open at Cole & Laughlin. I received word of these openings from Tara Thompson, an assistant editor in your division.
   In my nearly eight years of publishing experience, I have embraced my roles with enthusiasm, thriving on multitasking and rising to the challenge deadlines provide. I am a quick, perceptive individual with keen interpersonal skills and the temperament to adapt to any work situation. I believe that my enthusiasm and extensive experience in publishing would be assets to your organization.
   I am excited about the Managing Editor position and would appreciate the opportunity to speak with you further. If you have any immediate questions or would like more information, please contact me by telephone or at this address. Thank you for your time and consideration.

Sincerely,
Bruce Carmichael