An email is not a text message. You need to keep things professional in an email, making sure you address the person correctly, maintain a professional tone, and write an appropriate subject line so they don't miss your message. Proper email etiquette helps in making a positive impression and ensures that your communication is clear and effective. In this article, I will show you how to start an email, including tips on structure, tone, and key elements, so you can convey your message perfectly and professionally.
The Features of Your Email
Writing an email is really important for you to learn; it delivers your seriousness and the professionalism you put into your identity. The manner you start an email is very important because it sets the first impression and the tone of the entire exchange. Your email should be clear, concise, polite, and productive. Here are some features of email that can help you achieve this:
1. Automatic Reply:
Emails can be set to automatically reply to incoming messages, providing instant responses when you are unavailable.
2. Auto-Forward and Redirection:
Emails can be automatically forwarded or redirected to another email address, ensuring that messages reach the right recipient.
3. Multiple Recipients:
You can send copies of a single email to multiple people simultaneously, making communication efficient and broad-reaching.
4. Filing and Retrieval:
Emails can be automatically filed into designated folders for easy organization and quick retrieval.
5. Date and Time Stamping:
Emails are automatically stamped with the date and time they were sent, providing an accurate record of communication.
6. Signatures:
Personalized signatures can be attached to emails, including your name, title, and contact information for a professional touch.
7. Attachments:
Files, graphics, and sound can be sent as attachments, often in compressed formats to save space and ensure quick delivery.
8. Security:
Logging out of webmail after use is crucial for security, especially on shared devices, to prevent unauthorized access to your email account.
Start an Email (the First Email)
I remember the first time I had to write an email to my college professor. It was a moment filled with uncertainty and a touch of anxiety. I wanted to strike the perfect balance between respect and approachability, but somehow, the words seemed to escape me. Now fast forward to today, and I realize that students and even professionals face the same dilemma. It's a common experience – that moment when you transition from casual communication with friends to more formal, professional correspondence.
So now, I'll be discussing from my experience how to start a formal email - different styles, format, and the right words to use. And because we live in different times now, where we have AI, I'll be looking into WPS AI, a perfect partner for all writing activities for students and professionals alike. Let's begin learning how to start an email professionally, focusing on that all-important first impression.
Greeting (Salutation)
So, the first step is to get the greetings right. Since emails can be sent to a single person or to multiple people at the same time, the choice of words can be a little different. The salutation sets the tone for your entire message, so it's important to choose wisely based on your audience and the level of formality required. Let me break it down for you.
To one or two recipients
When writing an email to one or two recipients, the choice of words can be "Dear," "Hello," or "Hi." For example, if I'm writing to my college professor, I use "Dear [Name]" for a formal tone or "Hello [Name]" for a slightly more casual tone.
Similarly, if the email is directed to two recipients, simply use an "and" between their names, such as "Dear Sam and Jill." These greetings are personal and direct, making them suitable for addressing one or two recipients. Using the recipient's name shows respect and attention to detail.
Greeting Style | Example |
|---|---|
Dear | Dear Dr. Smith, |
Hello | Hello Professor Johnson, |
Hi | Hi Sam and Jill |
Why Use These Manners:
Using the recipient's name in the greeting shows respect and personalizes the email, making it more engaging and professional.
To three or more recipients
If your email is directed to multiple people at the same time, "Hello" or "Hi" would suffice. These greetings are informal yet professional ways to greet a group of people. If you want to keep it really formal, sticking with "Dear" would be a good option. When emailing multiple people, these greetings acknowledge the group without singling out individuals. Starting your email this way makes it inclusive and approachable.
Greeting Style | Example |
|---|---|
Dear | Dear Team, |
Hello | Hello Everyone, |
Hi | Hi All, |
Why Use These Manners:
These greetings acknowledge the group collectively while maintaining a professional tone.
To a stranger
When you don't know the recipient's name, using formal greetings shows respect and maintains professionalism. These are standard for cold emails, inquiries, or formal business communications. If I'm not sure who will read the email, I use:
Dear Sir/Madam,
To Whom It May Concern,
Greetings,
I always try to find out the recipient's name if possible. It makes the email more personal and shows I've put in effort.
Why Use These Manners:
They are formal and respectful when you don't know the recipient's name, suitable for initial contacts or formal inquiries.
What to Avoid When Starting Your Email
In my years of professional communication, I've learned that there are certain pitfalls to avoid when starting an email. Here are some key things I always steer clear of:
Overly Casual Greetings:
Avoid informal greetings like "Hey there!" or "What's up?" Stick to professional greetings in formal emails to maintain professionalism.
Misspelling Names:
Always double-check the spelling of the recipient's name to avoid appearing careless or disrespectful.
Using Gendered Language When Unsure:
Use gender-neutral greetings like "To Whom It May Concern" instead of "Dear Sir" or "Dear Madam" when unsure of the recipient's gender.
Starting with Apologies:
Avoid starting emails with unnecessary apologies like "Sorry to bother you" or "I hate to trouble you," as they can undermine the importance of your message.
Being Too Wordy:
Get to the point quickly in your emails. Long, rambling introductions can lose the reader's interest.
Using Slang or Emoticons:
Steer clear of slang terms and emoticons in professional emails as they can appear unprofessional and may not be universally understood.
ALL CAPS or Excessive Punctuation:
Avoid using all capital letters or excessive punctuation (!!!) as it can come across as shouting and be off-putting to the reader.
To avoid such mistakes, a great resource is using the AIPal Chrome extension. It analyzes the email and then structures the response accordingly. Since it is a Chrome extension, it is always available, making it a convenient AI assistant for email replies.
Well Wishes (Optional)
After the greeting, I often add a brief well-wish. It's optional, but I find it helps to create a friendly tone. I keep it short and appropriate to the situation. For instance:
"I hope this email finds you well."
"I trust you're having a good week."
Remember, in very formal situations, you might want to skip this part and get straight to the point.
Reason for Writing
This is where I clearly state why I'm writing. I make sure to be polite but direct. This is why I'm writing the email, so I ensure that my question or concern is addressed politely and accurately while being concise.
When asking a professor a question:
"I'm writing to ask for clarification on the assignment due next week."
When applying to a university:
"I'm reaching out to express my strong interest in joining your Business Administration program."
When applying for a job:
"I'm writing to apply for the Marketing Manager position advertised on your company website."
The body can be a little confusing if your issue is a bit longer, such as addressing a fees dispute with your university's financial department, where you might need to provide evidence and a few key details. In such cases, it's best to state the main concern right after the well wishes in a concise and accurate manner. Then, list down the additional details in a new paragraph. This approach allows the recipient to understand the problem immediately followed by the specifics in the next paragraph. Here is an example:
“I am writing to seek clarification on the requirements for the upcoming assignment. Could you please outline the specific criteria for the research paper, including the expected length and any additional resources we should consider?
I appreciate your assistance in ensuring I meet the necessary guidelines for this assignment.
Additionally, I would like to provide further context. Attached to this email are the assignment prompt provided in class and a draft of my proposed research outline. These documents should provide a clearer picture of my approach. “
Shortening your reason for writing can be stressful, so I use WPS Office’s AI assistant to simplify my emails. It's easy:
Step 1: Select the entire reason for writing and click on the WPS AI icon from the hover menu.
Step 2: From the list of options, simply click on the "Make shorter" option.
Step 3: WPS AI will provide you with a shorter version of your email, making it more suitable for your recipient and adhering to email etiquette.
The key is to be clear about your purpose right from the start. It helps the recipient understand quickly why you're contacting them.
Start a Reply Email
When replying to an email, it's crucial to maintain professionalism while expressing appreciation for the received message. Here’s how you can effectively start your reply:
Addressing the Recipient:
If the recipient holds a formal title, such as "Dr.," it's respectful to address them using their title and last name, like "Dear Dr. Abigail," unless they've explicitly signed their name differently in previous communications.
Follow the Sender's Lead:
Mirror the level of formality used by the sender in their sign-off. For instance, if they signed their email with their first name, such as "Abby," you can start your response with "Hello Abby," or "Hi Abby," depending on the context.
Express Appreciation:
Begin your email with a thank-you message or an expression of appreciation to acknowledge the sender's effort and maintain a positive tone. Here are a few examples:
"Thank you for your prompt response."
"I appreciate the information you provided."
"Thanks for getting back to me."
Professional Follow-Up Openings:
If you need to follow up on a previous email or request an update, use these professional openings:
"I wanted to follow up on our discussion regarding..."
"As per our conversation earlier..."
"Could you please provide an update on..."
Example of a Reply Email:
“Subject: Follow-Up on Meeting Schedule
Dear Abby,
Thank you for your prompt response and for scheduling the meeting for next Tuesday. I appreciate your assistance in coordinating our calendars.
I wanted to follow up on our discussion about the agenda for the meeting. Could you please confirm if we'll be covering the quarterly budget review as well?
Looking forward to your confirmation.
Best regards,
[Your Name]”
Tips of Writing an Email (Using WPS AI)
WPS Office is a reliable writing partner for all your needs, whether you are a professional or a student. With its AI functionalities, WPS Office can help you write and turn your ideas into effective and impactful words. Its advanced features ensure that your writing is clear, concise, and polished, making it an excellent choice for drafting emails, reports, essays, and other documents.
Here are five key ways WPS Office can assist you with writing, especially emails:
Grammar and Syntax Check:
WPS Office's AI-powered tools ensure your writing is error-free by checking grammar and syntax. This helps you maintain a professional tone and avoid common mistakes that can undermine your credibility.
Content Generation and Refinement:
WPS AI can help you generate content from scratch or refine existing drafts. It provides suggestions and improvements, ensuring your writing is impactful, clear, and aligns with your intended tone and purpose.
Email Templates:
WPS Office offers a variety of email templates for different purposes, from formal emails to follow-up messages. These templates help you structure your email effectively and include all necessary elements, ensuring clear and professional communication.
Proofreading and Editing:
WPS AI highlights errors and suggests corrections, allowing you to proofread and edit efficiently. This feature ensures your writing is polished and presented in the best possible light.
Formatting and Conversion:
WPS Office provides tools to help you format your documents correctly and convert them to PDF format easily. This ensures your documents retain their formatting, look professional, and are easily shareable.
FAQs
1. What should be included in a professional email?
When crafting a professional email, it’s important to maintain a clear and organized format. Here are the essential components to include:
Subject Line: Clearly state the purpose of your email.
Header: Include your name and contact details.
Salutation: Use a formal greeting.
Recipient's Name: Address the recipient by name, if available.
Introduction: Briefly introduce yourself and explain the reason for your email.
Body: Provide detailed information regarding the main purpose of your email.
Expression of Thanks and Call to Action: Show appreciation and invite a response or action.
Closing: Conclude with a professional sign-off and your name.
2. What should I avoid in the beginning of a formal email?
When starting a formal email, consider avoiding these points:
Impersonal Salutations: Steer clear of phrases like "To whom it may concern" or "Dear Sir or Madam," as they can feel outdated and non-inclusive.
Misspelt Names: Always ensure the recipient's name is spelt correctly, as errors can indicate a lack of attention.
Direct Requests: Starting with "Can you help me with something?" can come across as self-serving. Instead, provide a brief context for your outreach.
Unnecessary Introductions: Beginning with "Let me introduce myself" may be redundant. Instead, dive directly into the purpose of your email.
Automate Your Email-Writing With WPS Office
Writing an email may seem simple, but when you start, you might worry about missing important details or straying from the intended tone. This guide will help you, but even more so on how to start an Email, where WPS AI can assist you in writing your email. Using WPS Office, you can streamline your writing process and produce high-quality documents that effectively convey your message.
Its AI-powered features save you time and effort, allowing you to focus on writing impactful content. Download WPS Office now to experience a smarter, more efficient way of writing and ensure your emails are always professional and polished.
