How to Write a Perfect Professional Email in English

How to Write a Perfect Professional Email in English
Melbourne Classical Radio So, I’m going to give you a quick short tutorial how to write a professional email. So, you need a few things first. You need your introduction. So, we would say something like, hello Mr. or Mrs. something right. What's their name? Good morning / good afternoon / good evening and so on. 

Then you have the body of your email. So first, you should state your purpose. Why are you writing the email? Let the person know right away what you are writing them about. And if it is your first-time writing, you can state your name right. I am such and such. Then your purpose. 

So, for the body, for the whole email we want to use professional formal academic language. So, this means don't use slang or something called colloquialisms, which is also similar to slang. So, we want to use professional, formal language, no slang and also academic language. So, in a professional email we'll use some higher vocabulary. 

If you need help with this, to develop your vocabulary, you can use a thesaurus. So, this is like a dictionary that has synonyms in it, which are words that mean the same thing. Right synonyms, like big and large are synonyms. So, you can use a thesaurus to help you if you want to make your language a little bit better. If you are asking a question, use high politeness modal verbs like would, could, and may. 

And after your body you, need a closing. Where you should thank the person. Thank you for your time and have a great day / have a great evening / have a great weekend and so on. So, let's take a look at an example. 

So, in this example, I am writing to someone to apply for a job. “Good morning Mrs. Connell.” Okay so there's my polite formal introduction, “good morning Mrs. Connell. So, in a professional email, if we do not know the person, we do not want to call them by their first name in our first email to them. Okay, we want to be respectful and polite. 

Okay, let's take a look at the body. “My name is Eka Krisdiyanto. I’m writing you to inquire about the academic coordinator position that you posted on LinkedIn. I have attached my cover letter and resume for your consideration. 

Please let me know if you have any questions regarding my application.” Okay, so what do we see here? This is my first time writing to Mrs. Connell so, my name is… and then my purpose, why, why am I writing this email? And remember we want to use a little bit higher vocabulary. So here we have the word “inquire.” 

So, this means “ask” and I could say “I’m writing to ask about,” but I looked in my thesaurus. “Ask” oh different words that mean “I’ll ask question,” oh “inquire.” Oh that's a good one “to inquire.” Often if we are submitting documents to someone we say it in the email, “I have attached.” Right attach is the word we use when we add a document to an email. “I have attached,” just to let the person know. 

Maybe they don't see it, you want to make it clear. And then, just a polite sign off of the body. “Please let me know if you have any questions.” Then our polite closer, “thank you for your time and consideration.” And sign off your name. So, this is a simple structure for a professional email. Remember to use academic language. You can use a thesaurus if you need to and be very polite. 

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