If you are a professional going about the business world, then you already know about the importance of electronic communication. Email is a core aspect of fulfilling the purpose of effective communication between people, whether it is for updating them with a particular event, delivering vital messages and feedback or purely intended for securing their attention for a brief time.
For many Emails, writing can be a daily struggle because they might not be familiar with the format, or maintaining a higher standard for English grammar is not their strongest regime.
Addressing these issues is essential if you want your emails to be error-free and convincing, but if you want to write an email in English properly, you need to know its basic structure, which is as follows:
Structure of a great email
Writing an email in English requires a professional attitude and skill that follows the basic structure already provided or followed by many professionals.
It consists of a subject line, email body and then closing. But there are a few sets of standards that need to be followed and things that should not slip from your mind, such as;
The subject line is an extremely important part of an email, but it is purely overlooked on the part of the main body. But suppose the purpose of your email is strictly professional. In that case, it is essential to add a good subject line as it would entice people to open it and have a vague idea about what it could be about.
On the other hand, if your subject line is informal such as having a simple 'hi' or 'you don't want to miss on this,' then be aware your message is intended for the spam folder right away. It is important that you give your subject line a proper thought and spend a considerable amount of time coming up with something elegant and artsy; otherwise, no one will even open your mail, which is kind of bumming.
Before tending to the main request or body of your message, it is complementary to greet the reader with an opener line as it helps in acknowledging the reader before they can jump onto the main idea.
When you write an email in English to one of your colleagues, it is only natural to include an opening and closing line to draw them in with the idea of your email. Although this may be a rather difficult task for some people, in the end it allows you to establish a strong professional rapport.
The body of your email in English is the only part that counts and should be perfectly understandable to the reader. It should have a clear and specific objective, described as directly as possible, without any enigmas or contradictions.
An example would be an email about getting feedback on a presentation that you have made from your employee or asking to reschedule a meeting with a client. In both cases, the body should be concise and focused on the main idea proposed; otherwise, it is not going to fly at all.
This way the reader will be more than willing to give it a read and not skimming it only to skip the important information that it represents, and it would be better if you could just boil it down to a few simple choice sentences.
But there are some emails that require a little more juice, and therefore, the main body needs to be extended; in such scenarios, make sure that you don't let the main idea slip away or wander off too far from the main idea. Stay in close proximity to the subject and narrate your messages accordingly.
4-How to close
Starting things on the right foot can go a long way in developing a sincere and professional relationship with the person to whom you are sending the email, but it is also important to close things on a better note. You need to part well with the person when you have provided them with the information that you want to, now is the time to greet them once again and be done with it.
There are plenty of options to choose from such as thanks, best regards, sincerely yours and thank you. The list may go on and on, so what you need to do here is to choose something that is unique and genuine and strictly professional if your emails are for professional purposes.
Drafting the best possible emails
Above is mentioned literally all the information that you require for the sake of drafting a professional email, but additionally, there are a few things that you need to consider. The basic layout is provided to you now; it is up to you how you fill it and what kind of data do you add in here is up to you.
Make sure that the whole theme of your email is positive, even if it is in the event of sharing rather unsettling news to a person; thinking positive is what matters the most and is the essence of professional email writing. After that, you need to look forward to your tone and strike the right one based on the context or the information that it has to share.
The tone of each and every email that you sent should be crafted in effect with the message that it has to deliver and the nature of the recipient. Also, sending a follow-up is necessary if you don't get a timely response to your already sent email. This is due to the fact that hundreds of thousands of emails are received by professionals, and it is only fair that yours didn't get across their eyes, so sending a follow-up would speed things up for you.