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How To Write A Perfect Professional Email in English in 5 Steps

The document provides 5 steps to write a perfect professional email in English: [1] Begin with a greeting such as "Dear [name]" or "To whom it may concern"; [2] Thank the recipient if replying or for their prompt response; [3] State the purpose or reason for the email clearly; [4] Add closing remarks thanking the recipient and informing them how to respond; [5] End with an appropriate closing like "Best regards" along with your name. Following these steps will help present a professional image through properly structured and polite business emails.

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Ann Christine
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55 views4 pages

How To Write A Perfect Professional Email in English in 5 Steps

The document provides 5 steps to write a perfect professional email in English: [1] Begin with a greeting such as "Dear [name]" or "To whom it may concern"; [2] Thank the recipient if replying or for their prompt response; [3] State the purpose or reason for the email clearly; [4] Add closing remarks thanking the recipient and informing them how to respond; [5] End with an appropriate closing like "Best regards" along with your name. Following these steps will help present a professional image through properly structured and polite business emails.

Uploaded by

Ann Christine
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Career English

How to write a perfect professional email in


English in 5 steps

Wil
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For most of us, email is the most common form of business communication so it’s important
to get it right. Although emails usually aren’t as formal as letters, they still need to be
professional to present a good image of you and your company.

How to write a formal email


Follow these five simple steps to make sure your English emails are perfectly professional.
1. Begin with a greeting
2. Thank the recipient
3. State your purpose
4. Add your closing remarks
5. End with a closing

Download our free ebook: “Everyday English Vocabulary” – 38 pages which points
useful words and English phrases to help you have a better understanding of what’s going on
around you.

1. Begin with a greeting

Always open your email with a greeting, such as “Dear Lillian”. If your relationship
with the reader is formal, use their family name (eg. “Dear Mrs. Price”). If the
relationship is more casual, you can simply say, “Hi Kelly”. If you don’t know the
name of the person you are writing to, use: “To whom it may concern” or “Dear
Sir/Madam”.

2. Thank the recipient

If you are replying to a client’s inquiry, you should begin with a line of thanks. For
example, if someone has a question about your company, you can say, “Thank you
for contacting ABC Company”. If someone has replied to one of your emails, be
sure to say, “Thank you for your prompt reply” or “Thanks for getting back to
me”. Thanking the reader puts him or her at ease, and it will make you appear more
polite.

3. State your purpose

If you are starting the email communication, it may be impossible to include a line of
thanks. Instead, begin by stating your purpose. For example, “I am writing to
enquire about …” or “I am writing in reference to …”.

Make your purpose clear early on in the email, and then move into the main text of
your email. Remember, people want to read emails quickly, so keep your sentences
short and clear. You’ll also need to pay careful attention to grammar, spelling and
punctuation so that you present a professional image of yourself and your company.
4. Add your closing remarks

Before you end your email, it’s polite to thank your reader one more time and add
some polite closing remarks. You might start with “Thank you for your patience
and cooperation” or “Thank you for your consideration” and then follow up with,
“If you have any questions or concerns, don’t hesitate to let me know” and “I look
forward to hearing from you”.

5. End with a closing

The last step is to include an appropriate closing with your name. “Best regards”,
“Sincerely”, and “Thank you” are all professional. Avoid closings such as “Best
wishes” or “Cheers” unless you are good friends with the reader. Finally, before you
hit the send button, review and spell check your email one more time to make sure it’s
truly perfect!

Aren’t you an EF English Live student yet? See the general and business English course in
action by requesting a one month for only one dollar* trial. Find more information about
essential professional English tips here.

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