Tips to write a professional e-mail

When you’re sending an email message to introduce yourself, or to apply for a position, it’s important to send a professional email message that engages the reader and clearly states why you’re writing. Review these tips for getting your email messages opened, read, and responded to.

How to Introduce Yourself in an Email. Write a message opening subject line. How many email messages do you trash without ever opening them? Pay attention to what you include in the subject line, so yours has a chance of getting opened. Be specific, and let the reader know why you are writing. Keep your subject line short, so the recipient can see, at a glance, what the message is about.

Address your message to a person. If you can find a person to write to rather than a generic email address, like hr@company.co.za, you will be able to connect personally with individuals you want to get in contact with.

Use a formal greeting. If you’re writing with a specific request, use a formal business greeting like Mr. or Ms. First names also work if you have a connection to the person or you’re writing on a more casual basis to provide information rather than seeking assistance.

Use your connections. When writing an introductory email message, if you have someone in common mention them. A referral is one of the best ways to get advice or assistance.

Don’t make a demand. It’s much better to make a suggestion or ask for advice than it is to dictate to someone. For example, “Would you be able to give me feedback on my resume, if time permits?” sounds much better than “Please review my resume and get back to me.” Being polite and asking will get you further than telling someone what they should do.

Keep it short. Most people skim emails and rarely read beyond the first paragraph or so. Keep your message short – 2 or 3 paragraphs at the most. Don’t include more than a few sentences in each paragraph.

Be clear about what/why you’re writing. Your email message should clearly state who you are, why you are writing and what you’re requesting from the reader.

Pick a professional closing. Your closing is almost as important as your introduction. End your email with short professional closing. For example: Sincerely, Regards, Yours truly, and Yours sincerely – These are the simplest and most useful closings to use.

Include a signature. Make it easy for the person you’re emailing to get back in touch with you. Include a signature with your full name, email address, and phone number. Include your mailing address if you’re asking for a written response or to have something to be sent to you.

Proofread and spell check. When you’re introducing yourself, it’s important to proofread and spell check your message prior to sending it. You’ve only got one chance to make a good impression, and a typo can get your email message trashed.

Bcc: Yourself. It’s always a good idea to Bcc: (blind carbon copy) yourself on the message. You’ll have a record of sending it, and you’ll be able to easily refer back to it for follow-up communications.