If you work in business you will need to send an email to someone you don’t know and it is a part of professional life. While sending an email to a stranger there are certain rules of etiquette one have to follow.

How to start an Email

  1. Before composing an email to a stranger, take a quick look at the company website where the stranger works. The email address of the recipient can be found by scanning the company website. Check whether you are contacting the right person.
  2. A solid subject line shortens the chance your email will be passed over. Your subject line should carry your exact reason for sending the email.
  3. Use a few words to say what the email is about and use as many details as possible to include in 4 or 5 words. Subject lines, such as Hello and Hi, are sometimes read as spam and redirected to the recipient’s spam folder.
  4. In an email subject line, never use all caps, even if it is serious because this comes off as shouting.
  5. If you don’t know the name of the recipient, avoid formal phrases, simply begin the email with a “Hello.”
  6. If you know the name of the recipient, use Mr. and Ms. followed by the last name of the person and make sure to spell it correctly. Use “Dr.” if the recipient is a Ph.D.
  7. Make sure when you are sending a business email, identify yourself, your company and your place of employment in your first sentence.

Email Setup

How to write an Email

  1. While writing an email, keep it short and to the point.So that, it clearly identifying your purpose and your email will be read and responded on time.
  2. In your first sentence, after identifying yourself and your company, you should explain the email’s purpose in the next sentence.
  3. Be polite and respectful throughout the email and always be positive even if you are writing to address a complaint.
  4. If you are emailing on behalf of a company leave some basic background information about yourself. Just give your name and your position in the company before moving to the email purpose.
  5. A business email should be easy to read and easy to understand. Always use active voice over the passive voice. Use proper grammar, spelling, punctuation, simple English, short sentences and common phrases.
  6. Avoid use of conjunctions and spell check all emails before hitting the send button.

Email writing

What to avoid before sending an Email

  1. Do not send attachments to strangers without warning.
  2. Avoid very large attachments and files.
  3. Avoid long signature. Your signature should include only your name, mailing address, email address and phone number.
  4. Avoid use of graphics or backgrounds.

Errors to be avoid in Email

How to finish the Email

At end of the email, provide instructions on how the recipient can follow up.

  1. Mention a timeframe respectfully in which you would like to hear back.
  2. Also include any contact information and be detailed about what you want from the recipient.
  3. Pick a business suitable send off for your email and it is best to avoid use of emoticons.
  4. If someone does not respond to your email, it is correct to send a follow up e-mail. Because a follow up email should be a direct reply to an email you have already sent.
  5. Be polite and then briefly repeat the subject of the original message.
  6. Best or All the best is suitable as it is friendly without losing professionalism. Thanks and Thank you are also suitable for a professional email.

Email Finishing