How to Write Us a Professional Email

How to Write Us a Professional Email

Nowadays, the email is the most common form of written communication. Despite the fact that emails are not as formal as written letters they need to have a form that is professional and polite presenting a good image of you when addressing your professors or administration at the university.

Following these simple steps might help you to make your email look professional:

  1. Start With the Right Form of Greeting

When you write to someone you do not know such as your professors or administration, it is always polite to begin with a greeting such as “Dear Mr. Nice“ if you know their names. “Dear Professor” or “Dear Sir/Madam“ or  “To whom it may concern“ always helps when you do not know their names. Using “Hi Martin“ or “Hello Susan“ is more informal form of greeting used among friends.  

  1. Introduce Yourself and State the Purpose of Your Email

Always introduce yourself, write your name or even your student ID. You may add year of your studies or information that you are degree/exchange student. Start the email with a purpose explaining clearly what you wish. For example, “I would like to ask you...” or “Can you please inform me about...“ Please note that email communication is quick, so write short and clear sentences. Do not forget to check your grammar and spelling before you finish.

  1. Add Some Closing Remarks

It is very polite to end up with saying “Thank you for your reply“ or “Thank you for getting back to me“. You can also thank the reader for their patience or consideration of something you are asking for.

  1. End With Appropriate Closing

Very useful closing might include “Kind regards“ or “Sincerely“ and your whole name. You can put your contact data in the signature. The reader needs to know who you are. Please avoid closing such as “Cheers“ or “With love“ unless the reader is your very good friend. You want to act professionally, don’t you?

  1. Do not Forget Writing the Subject in the Subject Line of Your Email

Defining your subject makes it easier for the reader to define importance of your query. For example, “Request for Transcript of Records” or “Registration for the class”. Always be clear and concise.

Here is an example of a professional email

Subject: Request for Transcript of Records

Dear Mrs. Novotná,

My name is Alex House and I studied economics at Charles University in the winter semester as an Erasmus student. I would kindly ask you to send me my Transcript of Records. I have already finished all my exams and need to submit it at my home university. Can you please send me the original copy by post. Thank you for a great study period, I really enjoyed my study period at Charles University.

Best regards,

Alex House

Here is my address:

Alex House

3518 Miyakojima-ku

Osaka City, Osaka

521-0010

Japan