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KCWS Professional Email Etiquette

The document provides 10 tips for writing a professional email: include a professional email address, do not type the recipient's address until composing is finished, use a clear and descriptive subject line, include a salutation with the recipient's name, organize paragraphs in block format with spacing between, clarify the purpose in the first paragraph, offer to provide extra information or answer questions, thank the recipient for their time, end with a closing such as "Best Regards", and include a signature line with contact details. Finally, proofread before sending.

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Naman Ladha
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56 views2 pages

KCWS Professional Email Etiquette

The document provides 10 tips for writing a professional email: include a professional email address, do not type the recipient's address until composing is finished, use a clear and descriptive subject line, include a salutation with the recipient's name, organize paragraphs in block format with spacing between, clarify the purpose in the first paragraph, offer to provide extra information or answer questions, thank the recipient for their time, end with a closing such as "Best Regards", and include a signature line with contact details. Finally, proofread before sending.

Uploaded by

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

Email Etiquette
Top 10 Tips for Writing a Professional Email:
1. When emailing prospective employers or work colleagues, use a professional-sounding
email address. An address like “janedoe8@yahoo.com” sends a signal that you do not
know how to maintain a professional persona.
2. Do not type the recipient’s email address in the “To” field until you have finished
composing the email. This reduces the chance that you will accidentally send the email
before you have had time to proofread it.
3. Include a clear subject line that concisely describes the purpose of the email. A
descriptive subject line is a courtesy that helps the recipient stay organized. Keep in
mind that some individuals receive dozens or even hundreds of emails each day. Use
standard English spelling in the subject line.
4. Include a salutation. In general, use the recipient’s name, including any title such as
“Dr.” followed by either a comma or a colon. If you cannot find the name of an
individual to whom you can address your email, a salutation like “Good Morning” or
“Good Afternoon” works well.
5. Organize your paragraphs in block format. Do not indent the paragraphs; instead, add
a space between them.
6. Clarify the purpose of the email in the first paragraph. Get to the point. You might start
with a phrase like, “I am writing to inquire about…” Or, if you have already been
corresponding with the recipient of the email, you can state the reason for the current
communication.
7. Offer to furnish extra information or answer follow-up questions. If appropriate,
indicate that you are available if the recipient needs to follow up with you.
8. Thank the recipient for their time. Bring the email toward a close with a polite
statement, such as “Thank you for your time” or “Thank you for your assistance.”
9. End with a closing, such as “Best Regards,” “Cordially,” or “Respectfully.”
10. Include a signature line with your full name, mailing address, email address, and phone
number.

Finally, make sure to proofread your email carefully before hitting “send”!

See the back of this handout for a sample professional email.


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Sample professional email

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