How to Properly Send Emails to Other Professionals

Close up of a man using smart phone

Are you caught up in today’s generation of communication habits? Are you constantly using your smartphone to send and receive emails to and from other professionals?

If you are using your smartphone to send out emails, you may be experiencing some misspelled, or auto-corrected words within the content being sent. This is just one of the embarrassing mistakes that could take place and could even end up being detrimental to your professional interaction.

Here are a few ways to improve how you send professional emails

1. Make sure the email address you are using has your name in it. This could be your first and last name or even just your first name and last name initial. Avoid using an inappropriate email address for business, such as “moneyking@…” or “financelife@…” no matter how unique you may think it may be. Your email address gives other professionals an impression of the type of person you are. An individual should be able to notice who they are receiving an email from, so that they can respond to it effectively.

2. Know what you want your subject line to be before starting the email. A subject line should be clear and very straight forward for the recipient(s). When the subject line is directed clearly, professionals are more likely to open an email as it is believed to be addressing their concerns. A subject line should never be too long or too broad, but it should get the information across so that it is noticeable, in which the recipient(s) won’t overlook it or delete it. An example of a good subject line includes “New member information.” Also while sending emails one should never use the same subject line.

3. When addressing your audience be sure to use professional salutations. Starting off your email with a simple “Hi David,” is a great formal approach of communicating. Steer away from informal salutations, such as “Hey there,” “What’s up,” or “You guys.” These are less personable approaches and shouldn’t be used in the workplace.

4. Tailor your message based on your receiver’s cultural background. Miscommunication can occur during writing exchanges. It is important to be aware of cultural differences and to remain open minded. If you are doing business with an individual from a high-context culture like Japan, then you may need to be prepared for the possibility of the individual wanting to get to know you before getting to the business side of things. As Americans we come from a low-context culture and are more likely to just get straight to business and skip the small talk.

5. Before sending your email to the recipient(s), be sure to proof read your message. You don’t want to accidentally send a message with misspelled words or without addressing the individual first.

6. Save the recipient(s) address for insertion last. By saving this step for last you are mostly likely to go back and re-read your message before sending it. As well as carefully selecting the recipient(s) name from your address book. This could save you the embarrassment of sending an email by mistake to the wrong person.

  • Tip – Timing is one important factor to consider while you are busy creating or responding to emails. Most professionals work from 9 -5 at their job, you may find it quicker to get a response during mid-morning or late afternoon when most people are either just settling in to, or taking a break at the end of the day.

Kind Regards