How Do I Construct Professional Emails
According to McKinsey and Company, reading and crafting E-Mails takes over 25% of the average
workweek. With E-Mail being a vital form of communication for business, it is important that you and your brand appear professional and that your E-Mails get read. Proper E-Mail etiquette can create and maintain a good impression. This tutorial provides step-by-step processes to ensure you use proper etiquette.
Step 1: Use a Professional Address
If your work E-Mail is the same as your personal, be sure the address is appropriate. It should also
contain your name so the recipient can easily identify who you are. This example shows an E-Mail in the
“To” section, but the general format is a good example of a standard business E-Mail.
For example, AMI chooses to create staff E-Mail as [Staff Name]@azmicrocredit.org.
Step 2: Create a Clear Subject Line
With a multitude of E-Mails people receive daily, a clear, direct subject line will not only draw the
attention of your audience, but also give direct context of what information the E-Mail contains.
All caps or all lowercase in the subject line can make the E-Mail look unprofessional or similar to spam.
In this example, the subject line gives direct indication to its recipient of what information is in the
E-Mail. It is also clear that it contains important information, which will ensure it gets read (so that the
meeting is not missed).
Step 3: Use a Formal Greeting
Appropriate greetings include: “Hello, [Insert Name]” , “Greetings, [Insert Name]”, “Hello Everyone”
Step 4: Construct your Message
In a professional and formal conversation, you do not want to run the chance of
miscommunication, therefore, it is essential maintain a professional tone and language in the message.
First and foremost, begin with writing in full sentences as well as keeping fonts, colors, and font sizes
classic. Next, avoid using too many exclamation points and abbreviations, such as OMG, and limit
the humor included in the message as it may be mis-interpreted. Further, when communicating sensitive
information, keep private material confidential and instead opt to utilize in-person or phone
communication instead.
Step 5: Proofread your Message
Read your message out loud to ensure that sentences are fluid and all the information included is
consumable. Further, check for spelling, grammar, and punctuation mistakes throughout the
E-Mail. Since these errors are easy to miss, you can also install a program such as Grammarly for a second
pair of eyes to review your message.
Visit Grammarly.com to download the application to your device.
Step 6: Use a Formal Salutation (Send-Off)
Your send-off should maintain professional, similar to the greeting. Some examples include “Sincerely”,
“Best Regards”, and “Thank You” followed by a comma.
Step 7: Create an Automatic Signature
Set up an automatic signature through your E-Mail settings. Your signature should include your
name, phone number and other relevant contact information, and your company or organization.
This helps your recipient contact you with ease without searching for your information elsewhere.
Step 8: Add Recipients
Add the recipient(s) E-Mail address(es) last. This will prevent an accidental send without proofreading
your message first.
TO: The “To” address bar should be filled with address of who the E-Mail is formally typed to (i.e.
who is in your greeting).
Bcc: The “Bcc” address bar should be used when E-Mailing a group of contacts who do not
personally know each other. By not listing them in other recipient address bars, you avoid sharing
their E-Mail addresses.
Cc: This address bar should be used when E-Mailing a group of people who know each other and
all partake in the discussion.
Step 9: Respond Promptly
When you receive a new E-Mail or a reply, respond within 48 hours in order to ensure the most effective
and efficient communication between the sender and receiver.
Arizona Microcredit Initiative (AMI) has consulting and microloan support for yourself and your business. If you have any more questions, you can schedule an appointment today through https://www.azmicrocredit.org/schedule-a-consultation-1 or reach out to us at info@azmicrocredit.org.
