Writing cohesive yet concise emails is a key professional trait to be successful at as part of your overall English writing skills. In order to write good emails for your professional pursuits or for your career, you need to be able to understand the proper etiquette that comes with this kind of writing. If you are able to master the etiquette of emails, you will be able to do a good job in working well with others, being cooperative, and being considered a team player.
Without proper etiquette, you are likely to not be taken seriously at your work and you may not be able to have others take the rest of your email as seriously as it should be. Once you have the etiquette down, the content of your email is likely to be read and taken into consideration for whichever subject you are addressing.
The Introduction: Email etiquette starts with the introduction of any email message so if you do not get it right from the beginning, the rest of the email will suffer. I believe it is important to remember that how you introduce your email depends on if you know the person or not. If you do not know the person, you should begin your email with the following: ‘To whom it may concern,’ ‘Dear Sir’ (for a man but without a known name), Dear Madam (for a woman without a name known). These three ways are both formal and proper in terms of addressing someone at work or for business if you do not know who they are.
However, if you do know the person, it is best to address the email as ‘Dear Mr. __________ / Dear Ms. __________’, their last name should always come after Mr. or Mrs. To indicate the formality of the email and the unknown status of the woman’s marital background, it is best to use Ms. or Miss for the woman’s last name rather than assuming that she is married right away.
Lastly, I would refrain of saying ‘hello’, ‘hello there’, ‘hi’ to start off the email if you do not know who it is you are emailing. It is best to instead go with good morning / good afternoon or even good evening depending upon the time of the day that you are emailing for your work. I would say that once you have exchanged an email or two, you can be more informal by starting off your email with Hello ________, Hi __________, or just ‘Dear _________’ as you had for the first email.
Continuing on with the introduction, the first paragraph should begin with Hello and then a few following options below depending upon your preference.
“Hello, I hope that this email finds you well, I hope that you are doing well, I hope that you are having a good week, etc.“
You can also say the purpose of your email in that first paragraph by stating your clear purpose up front by something like:
I am emailing you today because _______________.
The purpose of my email is to __________________.
I am messaging you today in the hopes that _______.
This email is to inform you that _________________.
These are all great ways to start off a formal email and to inform your reader quickly what you are messaging them about, and it should be done in the first sentence after your salutation at the beginning. I would keep the overall introduction just two or three sentences and state the main idea of your email quickly and succinctly. You want to make it easy for the professional person or the worker to know what it is you are messaging them about and how does it involve them, all in the introduction paragraph.
The Body Paragraph(s): There is not too much to keep in mind when it comes to formality in body paragraphs but make sure you use formal words like ‘please’, ‘thank you’, ‘if you could’, ‘it would be great if…’, ‘we would be appreciative of…’, etc. The main thing to keep in mind is that you are using sir or ma’am throughout the paragraph(s) and to add in a Mr. ______, Mrs. _________ every now and then. If you need to ask something or request a few items of need, always use ‘please’ and ‘thank you’ for any major thing that you are asking for business purposes.
In order to make the email a two-way exchange, relay what you are planning to do in response to make sure that the business relationship or the exchange of information goes smoothly. Beyond the purpose of the email outlined in the introduction, you should add the supplementary details beyond the ‘ask’ or the ‘request’ in the body paragraph(s). Towards the end of the body, make sure you list a timetable for when you might need a reply back and who else you may have CC’d or added on to the email who is pertinent to the message.
While not the main focus of email etiquette, you should be using formal vocabulary throughout this part of the email and don’t forget to use ‘could’, ‘would’, ‘when’, instead of insisting with ‘you need’, ‘you will’, which is not polite at all. Any request in the email should be made with the possibility that the person may say ‘no’ to you and you should be ready to hear that kind of answer but it can help your chances of success when you are polite not just in the introduction but throughout the heart of the email as well.
The Conclusion: The most important thing to keep in mind when it comes to email etiquette in this part is to thank them above all else for their time and their attention to your message. Whatever the ask was in the body paragraph, you should thank them formally for their consideration and that you hope to hear from them soon.
You also want to say that you hope to stay in touch and to leave your contact information with them including your work phone, your best email address, and what time(s) of the day are best to be reached. It does not hurt to also say that you are hoping that they are doing well or if it’s a Friday, ‘to wish them a good weekend’, if you are writing the email before a holiday, it’s nice to also ‘wish them a good holiday’ but only best to do so when it’s a non-religious holiday rather than assume they are of a certain religion, of course.
To end the formal email on a good note, you should sign off with one of these options, which are both formal in nature and also really considerate to other people. Depending upon your preference, any of these options would be fine. It is also key to remember that you put a comma after any of these closing salutations and then write or sign your full name below it so they know who sent the email and who is making the request(s).
The following closings are good ways to end the email according to proper etiquette:
The one closing that I would not endorse for a formal email of this nature is ‘much appreciated,’ because it is a little too informal in its vocabulary and would best be used instead with close friends or family members or for a business connection whom you already know very well.
After having the etiquette down well, you will be able to draft much better business or career-related emails because not only will your vocabulary improve but also your understanding of the English-speaking business culture. This kind of email writing takes time and practice but if you are willing to learn from others, practice a lot, and make a few mistakes every now and then, you will definitely be benefitting in your business or career after some time. There are clear differences between formal emails and informal emails and the etiquette that each kind of email shows makes all of the differences known. In order to write a complete email of a formal nature, you have to use etiquette properly not just for the introduction but also for all of the body paragraphs and for the conclusion as well.
From the opening salutation to the closing wish, your email etiquette must be consistent and clear for whoever is reading it. Be sure to use your best judgment, edit it before sending, and be patient in waiting for a reply. Do not be afraid to make a few mistakes because emails are sometimes hastily written, and you may fudge a word or two but that should not stop you from forgetting your overall etiquette with that person with whom you are corresponding. Writing the first draft of any email is the hardest part but once you got that part down, you will be well on your way to becoming a great English email writer.