How to Write a Professional Email: Start with Your Email Signature

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How to Write a Professional Email

Here at Sigstr, we help with all things email. This includes how to write a professional email and much more. Email stands as the most used forum for business communication, and we want to help you create professional emails within minutes. First things first, use this page as a starting point for your professional email template or guide to writing professional emails. This resource can provide additional help on where you and your team should start with the professional email writing process. A quality email template will help you create the proper headings, spacing, and all things technical, while a guide provides advice on how to write what you want to say in a professional tone. Each resource offers several tips to help your team determine what is and isn’t professional to include in an email. If you are not sure whether or not your writing qualifies as “professional”, there are dozens of professional email writing examples to guide you through the process. Additionally, a professional email writing examples pdf might include examples and tips on how to improve your writing, as well as the do’s and don’ts for professional emails. Another good resource to use is professional email writing samples, which will help you learn the writing techniques most business professionals use when sending these communications.

The general format of a professional email spans across many different companies, customers, and prospects. With the ability to customize emails for a specific audience, you are able to build individual relationships while highlighting their importance to your company. A professional email samples pdf might include a variety of samples that can fit with your targeted audience. Each audience is interested in a different approach, tone, and message, and different examples will allow you to understand which is best to use. Not only do different audiences prefer different formats, but each company also adapts to a method that best fits their culture. Check with your company to see if they have a specific brand and format they want you to follow in your Gmail or Outlook emails. Even though formatting varies in every email, senders usually use the same professional email address format for their recipients. As the style of writing continues to change, periodically refreshing your email writing skills will keep you on top of your game. We all know writing a professional email takes lots of practice, but these tips will help you get on the right track to success.

Email Writing

Email writing varies depending on who you are writing the email for, whether it is a friend, colleague, or boss. An email writing format pdf will help you learn the different styles of email writing, such as the format of email writing for class 10 purposes. Each audience will use a different level of professionalism, so use resources, such as this page, to help you learn the different approaches. In every email you write, a well written email opening sentence will set the tone of the entire email. Whether it is casual like “Hope you are having a great week!” or something more direct, pick the approach that best represents your professionalism. Some senders want to get straight to the point, while some enjoy the personal interaction. All these professional email writing tips are easy and quick to learn and are normally found in an email writing examples pdf, email writing pdf download, or email writing samples pdf.

You can also use this guide to learn how to write emails for more personal situations (while still maintaining professionalism). How to write an email to a friend will depend on your relationship with the friend. For example, to write an email to a friend about your holiday, your relationship with that particular friend will determine if the message should be detailed or brief. In most situations, an email to a friend will be personal and will allow you to be informal with your writing. Additionally, to write an email to your friend inviting them to an event will be informal, but could also be professional depending on what the event is. There are various email writing samples to friends but here is an idea of an informal email example to a friend would be:


“Hey Sean! So glad to be back from my vacation and can’t wait to tell you all about it. Want to get lunch later?”


If you are a student wanting to learn how to write professional emails, there are resources for the email writing format for students available online. Students who want to write emails professionally can utilize resources such as the email writing format in english grammar or the format of email writing in english to get the gist of how other students have written professional emails. If you are wanting additional practice, check out the email writing exercises with answers pdf or business english email writing exercises pdf. As a student, you may have to write an email to an official as well. There are several email writing samples to official resources online.

There are also many applications on your tablet or computer to create professional emails. How to write an email to a friend in notebook for example uses a different format and style than writing an email in Outlook or Gmail. All these tools and applications listed above can help you quickly and easily understand the process behind email writing for all possible situations.


Professional Email Greetings

Professional email greetings are important because they immediately let the reader know that the email is regarding a professional matter. The difference between a “Hey Sean!” or “Dear Mr. Williams,” shows the level of professionalism you are wanting to present and the relationship you have with the reader. If Sean is a friend or fellow colleague, addressing him casually with friendly letter greetings fits the situation. But if you are sending an important email to a boss or customer, opening the email with a more professional greeting will show your respect and professionalism towards the reader.

Additionally, email greetings to group or email greeting for multiple recipients could be a casual “Hey all!” or “Hey everyone!” or more professional like “Hello Sigstr customers.” All of these greetings are professional, but adding warmth to the greeting helps set what vibe you are wanting for the message. There is a greeting email template that will give you guidance on how to approach greetings. Also, you can use a greeting email subject that will grab your readers’ attention before they even open the email. This greeting subject works well in certain situations, but it’s most common to greet the reader in the first line of the email. At times, greetings in email body is the best way to address your audience. Instead of spacing out the greeting to be by itself, a shortened version in the body lets the sender jump right into the context. This is another method senders use to quickly add a personal touch, but also get straight to the point. They know the audience prefers a more direct and straightforward message.

Depending on the context of an email, creative email greetings could be the best fit for your audience. If one is in a marketing role or wanting to draw attention to a specific email, a creative email greeting will get the attention of your audience. The creative greeting can range from a picture, GIF, or clever saying. Again, all of these vary based on the situation and targeted audience.

What to Write in an Email When Sending a Resume

Also use this page for tips on what to write in an email when sending a resume. To leave a good first impression for an employer, you want to use a professional format when sending your resume or job application. The job application email format is similar to sending a resume, but instead you are explaining your qualifications instead of just attaching a resume. For the simple job application email, you should explain why you are writing, what job you are applying for, your qualifications, and contact information for the employer to get in touch with you. The job application email subject should be brief but specific, such as “Applied Job Position – Your Name”. This subject will inform the reader immediately that a job application is attached. Several resources will provide you with a sample email to send resume for job as well as sample email for job application freshers to remind you on the do’s and don’ts when writing.

When sending an email with a resume, you can make the email simple or professional. What the job position is and if you have been in contact with the employer before will determine the style of your email. If you know how to write a professional email for a job, then you know how to address the sender, explain more about yourself, state your interest, and attach your resume. A professional email example for job purposes can show you what and how much to include. Writing to ask for job availability is a little different, as you do not have a specific job to discuss. If you personally know someone in the company you are applying to, you can write to them. However, if you do not, it’s best to send an email to the Human Resources department. In this type of email, instead of stating why you are good for the position, you can explain what stood out to you about the company. There are several resources online for how to write an email asking for a job vacancy that provide helpful tips.

Our last tip would be to always have a job application email sample for experience handy. With this email sample, you are able to save time by editing based off of a specific position without having to fully rewrite dozens of emails.


Formal Email Example

Now that we have talked to you about the process of how to write a professional email, we want to give you a few examples, including a formal email example. It’s easier to learn by seeing examples!

Here is an email format example to show you how you should set up your email before you start your writing. This link also provides several email writing samples and email writing format samples for different occasions, such as an informal email writing samples pdf. Additionally, several websites provide an email essay example, as this type of email is longer in length and not used as frequently.

Like we mentioned earlier, students may use a different format or style of writing when emailing. The formal email writing format for students is similar to the known formal email format, with a few minor adjustments. Below are good and bad examples of the email writing format samples for students:



Dear Sir,

I am sending you this email with reference to the job application for a Sales Associate, given by your company on LinkedIn. I am interested in applying for the post as I graduated with a Sales degree in 2016.



Yo! I glanced at your email and my mom made me email you. I want your job opening and hope you will pick me.

Hey dude, Here is my resume, I hope I have a chance. Call me if I do.


Although these email writing examples for students above are brief, they give students a quick idea of what is and isn’t acceptable when formatting and writing emails. These bad email examples for students above are extreme, but similar situations have happened before. We hope these email writing examples we provided will help you rock your next professional email you send!