How to Write a Proper Email -5 Simple Steps

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In this era, everything became digital. So, we all are communicating through emails, moreover, it became a convention. Of course, it’s necessary to communicate professionally, especially if you’re a working executive.

Due to the necessity of the business, most people want to communicate via email. So, there are lots of individuals who bother to write a proper email.

If you’re are also having trouble writing a professional email for your job resignation, job application, or business communication don’t worry, we will let you know in this guide, how to write an effective email in just 5 simple steps. So why late? Let’s get started without any further hesitation.

How to write a proper email in 5 simple steps

5 Steps to write a Brilliant Email

1. Salutation

Salutation is the greeting to someone whom you want to mail. when you write a mail, you should start with appropriate greetings.

The salutations you should write according to the situation, the greeting depends on whom you writing an email to.

If you’re writing a mail to someone you don’t know their name, you can use ” To whom it may concern”.

When writing an email after a job interview, you should address the person by “Dear hiring manager”.

If you don’t know the recipient’s name, you can use the salutations Dear Mr/Ms. Smith. But, don’t use receipt first name or the informal greetings “hello “or” hey “when you write a formal email.

The best salutations to start an Email

  •  Hi [Name],
  •  Dear [Name],
  • Greetings,
  • Hi there,
  • Hello, or Hello [Name]
  • Hi everyone,

Five salutation mistakes to avoid  when you write an email

  • Misspelled name
  • Dear sir or madam,
  • To whom it may concern
  • Hey! Or Hey [name]!
  • Happy Friday!! Or welcome to Monday!
  • Hi [nickname],

 2. The opening sentence of an email

Are you wondering what is an opening sentence in an email? Is the starting sentence of the email right after the greeting?

This first line is important to set the tone of your email. Moreover, it assists to grab your recipient’s attention.

When you write your opening sentence, you have to consider who’s the recipient and what sort of relationship you have with them. Moreover, you have to evaluate, what you want to archive with your mail.

Let’s see some of the best opening sentences for your mail.

Best Opening lines to use in a formal & professional Email

  • I hope this email finds you well
  • I hope your days so far has been pleasant
  • Your prompt response is much appreciated
  • Thanks for contacting us at <company name>
  • It is great to hear from you.
  • Thanks for reaching out to us.
  • I’m glad to hear from you.

These are the best opening lines for all kinds of emails. So, you can use any of these in your business email or a formal email to grab your recipients

3. Body of the Email

The body of an email is an essential part of your conversation. It should be brief and convey your point.

People mostly like to read email vastly so, make sure your message is short and clear without excluding your main information.

Moreover, you have to concentrate on your grammar, spelling, and punctuation while you convey your point in the email.

Then only you can present a professional image of your company and course yourself.

4. Closing Sentence

The closing sentence is an end of an email. After, conveying your message, you should thank your recipients one more time in a polite way, before you hit to send an email.

And proofread your email once to correct any errors you did like grammar, spelling, and more.

Example of closing sentence of an email

I’m looking forward to hearing from you soon

Looking forward to a prompt response

I had admired your rapid attention to this matter

Please advise as necessary

These are some of the closing lines to use in your email according to the situation.

5. Signature

A signature is an end part of the email. Here you have to end the email by sending greetings to your recipients.

Like this, Best wishes, yours sincerely, Best, cheers! have a pleasant day ahead.

This is the formal email writing format for any kind of email, either it may be your job application email, write an email for the professor, teacher, or if you attend an interview then you need to write a thank you email after the interview for your interviewer.

So, this is the basic formate of writing any type of email either professional or formal emails.

How to write a professional Email without any mistakes

Don’t over-communicate in your email.

Because email is not as secure as you think, people may forward your chat without deleting the conversation history. So, it’s better not to share any sensitive or personal information in an email.

Make good use of subject lines.

If you observe a newspaper headline, it will grab your attention and summarize the article so then you can decide whether it is read or not. So, the subject line of your email should follow the same thing.

If you use blank subject lines, it will be overlooked and rejected as spam. So, always use well-chosen words to convey what is your email about.

Keep your information clear and brief.

Emails are like traditional business letters so, you need to be clear and succinct. It’s better to keep your sentences short and to the point. Moreover, the body of the email should be direct and instructive, and it should include all appropriate information.

Be polite

The messages you send are a reflection of your professionalism and values so, a little bit of formality is needed. Because people will frequently think that emails are a little more formal than traditional letters. So, avoid informal language, slang, and also inappropriate abbreviations. Of course, emotions can use to clarify your sense, but it’s better to use only when the people know you well otherwise use only formal language.

Check your tone.

When we meet people directly, we will decide whether they’re talking normally or not by observing their facial expressions, talking tone, and body language.

But, in emails, people can misunderstand your message with your choice of words, punctuation, sentence length.

For example, see the below two examples

exp1( Bad good)


I need your report by 4p.m today ill miss my deadline


exp2( Good tone)

hi Jessy

Thanks for all your hard work on that report. Could you get your version over to me by 4 p.m., so I don’t skip my deadline?

Thank you!


In the first example above, Jessy might think that Jatin is frustrated or angry, but, in reality, he feels fine. So, In which tone you’re writing your mail is matters, keep in mind.

Proofread before sending it.

Proofreading is the final thing you have to do before you hit on send. By reviewing your text you can correct your grammar, spelling, and punctuations before you send it. Because it looks bad to send out a text that contains mistakes or errors.

Moreover, most people like to read-only Shorten mails than long and boring ones. So, make sure that your text is as short as possible without losing the required information.

Final words

This is all about email how to write it professionally. So, I hope this guide will assist those who don’t know the basic format of writing an email. Moreover, here we explained clearly how to write a proper email without any errors.

Over to you. Did you like this guide? If you have any queries let me know through your comments. Thank you.

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