Instructions on How to Write Professional Emails for Beginners

Cách viết email chuyên nghiệp receiving a lot of attention from students to businessmen and office workers. All require a certain amount of attention to detail and drafting skills. If you are having difficulty writing emails, pay attention to some of the shares we provide as follows.

How important is it to write professional emails?

Drafting professional emails is one of the convenient ways to exchange information and files between two parties involved. However, in reality, there are still people who are not proficient in writing emails, which affects their overall work. Accordingly, you need to pay attention to the importance of drafting emails with the following benefits:

Instructions on how to write a professional email
  • Show respect for yourself and the recipient. It could be a leader, superior, teacher or partner,…
  • How to present a professional email can express who you are in a thoughtful, serious way of thinking. From there, creating a more mature working style. 
  • Writing a professional email also helps you grasp opportunities for jobs, studying abroad, taking exams,…

Structure the way you write a professional email

The structure of a professional email needs to have all the components according to common standards. Here is some information from Okvip so you can conveniently grasp and apply it to your email writing:

Determine the correct email structure
  • Title. 
  • Email address of the person or group of people who are about to receive your email. 
  • Greetings and introduction at the beginning of the letter. 
  • The email is presented in the form of introduction, conclusion and body according to the flowing content. 
  • Attach additional links, files, images, and text if necessary.
  • Wishes, greetings, and signatures at the end of every email.

Details on how to write professional emails in an easy-to-understand way

When writing emails, you need to demonstrate professionalism to ensure thorough operations and make the strongest impression possible. This makes it easier for you to express your feelings and emotions in email content. Include the following necessary information:

Detailed review of professional emails

Email subject

If there is no title, the recipient will not be able to grasp the content, and above all, it may be sent to spam. Therefore, you need to pay attention to the title to make it as brief and clear as possible. For example: [APPLY FOR THE POSITION OF CUSTOMER CUSTOMER_CTY MAYA].

Opening statement for email

Greeting at the beginning of the email is very important so that you can easily leave an impression on the recipient. Depending on your relationship with the recipient, the opening method will be significantly different. Highlights include the following:

  • Sending an email to someone you know can be a friendly greeting, without using honorifics.
  • When sending to foreigners, you can use words starting with Hi, Hello or Dear. 
  • In case you need a professional and serious attitude, you should start with Dear, Mr, Miss.

Purpose of sending email

After greeting, the next step is to clearly state your purpose. Pay attention to expressing information clearly and coherently to facilitate information exchange. Next, you move on to the main content of the email to make a good impression on the reader. Include sentences like: “I am writing this letter to mention/The reason I am writing this email is to discuss the issue…”

Sending a thank you note is a professional way to write an email

After completing the content, if it ends immediately, it will make the reader feel disappointed and lose sympathy. Instead, you need to pay attention to sending a deep thank you to the reader with forms like: “Please acknowledge your comments/Look forward to receiving feedback as soon as possible/Have a good day…”

Attach necessary files

For work emails, studies, reports, applications, etc., attachments are often very important. If you compose complete content information but are missing files, it will greatly affect your work. Once you have attached the file or link, check again to see if the media is accessible. This can help emails become much more professional.

Create a personal signature

Pay attention to creating a personal signature that goes along with the position you are holding. This is important to make it easier for you to make a good impression on the recipient. At the same time, it is also convenient for you to create connections with partner units and brands. Accordingly, the signature can be attached to Zalo, Facebook, Skype,… so that the other party can contact when necessary. 

So, we have shared with you how to write professional emails for your convenience. It’s easy to see that this is the basic thing to be able to make a good impression on the recipient. From there, it helps work, study, apply for jobs, take exams,… become more convenient and get better results.

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