Chances are, you’re more familiar with casual conversation in email, private messaging, and text messaging. You typically know the person you’re corresponding with, therefore the use of informal diction isn’t an issue. However, writing an email to someone in the professional setting requires a bit more finesse. “Hey” isn’t a sufficient greeting, all caps comes across incredibly rude, and emojis have no business in the business setting.
First of all, you’ll want your email to have a proper greeting, proper closing, and a clear, concise body. For example, try “To Mr. Recipient,” “Good afternoon Dr. Smith,” or “Hello Professor English.” Address the recipient by their preferred salutation in order to present yourself as courteous and respectful. When ending an email, use “Sincerely,” “Regards,” “Best wishes,” and so on before signing your name. Such closings also show the reader that you care about good first impressions. Finally, proofread the text of your email to ensure no grammar or spelling errors occur.
Additionally, know that your audience isn’t looking for capitalized letters for emphasis or emojis to convey your feelings. Such embellishments may be suitable for a casual conversation, but they are never appropriate in the business setting. Your wording should do the talking, and you should consider revising your email if you do not feel the tone conveys your message properly. Word choice clarifies what an emoji would have done in an informal setting.
With practice, shifting from business to casual will come naturally. Just remember these basic guidelines, and you will always write a great email!
