How to Write a Professional Email

Sending emails is an everyday task for study consultants. However, making communication effective, productive, and straightforward is not always easy. Lucky you, we have a couple of tips that will help you sound like a pro when communicating with your clients and team:

1. Make sure to have a concise and informative subject line

The subject line is super important not only for the person receiving the email but also for you to know what emails are for and categorize your communications with your clients. A concise subject should be no longer than five words. You can make it informative by adding the intention of the email first + the assignment/task/project you are discussing within your message.

Examples:

• Follow up: PowerPoint Presentation 
• Important Info: New Class Schedule
• Missing Assignment: Information About [add course code/name]
  
  

2. Greet your client/coworker properly

Before writing the body of your email, make sure to add a proper salutation to the person you are writing to. The salutation for your email usually appears in the first line. Your email welcome should be written in a professional tone to fit the email you are sending. Depending on your relationship with the person, your greeting may alter.

You can begin a letter with "Dear" if you're writing to someone you've never met or with whom you have a formal business connection, like a hiring manager or a new client.
You can begin a sentence with "Hello" or "Hi" if you're speaking to a coworker or manager with whom you have a friendly working relationship.

3. Write the body of your email

This is where you'll share your entire message, much like the body of a letter you may compose. Whatever its length—which is frequently brief and to the point—your email should be actionable and include a closing statement. For instance:

Thank you for attending the new product presentation this afternoon. I’ve attached a video file of the full recording so you can share it with your team. Please let me know if you have any questions.

To achieve a professional tone in the body of your email, follow these tips:

1. Use professional language: Avoid using slang or overly casual language. Use proper grammar and spelling.

2. Be polite and courteous: Use please and thank you where appropriate, and avoid using all caps or exclamation points, which can come across as rude or unprofessional.

3. Provide context: Provide background information or context for the purpose of the email.

4. End with a clear call to action: End the email with a clear call to action or next steps, such as "Please let me know if you have any questions" or "I look forward to hearing back from you soon."

5. Divide it into sections: If you want something really important to highlight from the entire email, you can write it down into a different paragraph to catch the reader's attention. However, make sure the division you make doesn't affect the overall sentence structure of your message.

Note: To make sure your emails are error-free, make sure to add the Grammarly extension in your default browser. 

4. End emails with a sign-off and signature

Additionally of the Gradehacker signature that Gradehacker provides to all employees, it's always a nice touch to add a closing word to your emails. Basically saying goodbye, but nicer and shorter. 

Typical closing words include:

• Regards,

• Best,

• Sincerely,

• Thanks,

• Kind regards,

Subject: Request for Information

Dear Ms. Davis,

I hope this email finds you well. I am writing to request information about the group assignments schedule for your class (insert class code/name).

I am particularly interested in the approach that you and your peers plan to use when it comes to collaborating to complete the task, as I am working for you on this project. If possible, I would like to plan ahead to know on which days you would be sending your peer's parts of the task, just so I have context on the assignment while redacting your contributions to it. 

Thus, could you please provide me with any relevant information about the project, not only the dates but, as mentioned, the approach your group will take to complete it?

Thank you in advance for your help. I appreciate your time and consideration.

Best regards,

Your Name.