Due to the exponential rise of technology, using email as an alternative to send formal letters and documents is becoming more and more common. That is why it is necessary to know how to compose an email correctly.
Tips for writing an email
- Write the message from a professional email address (with your name and surname or any other serious alternative)
- State the matter clearly and directly
- The message must be clear and concise. Do not extend what you have already explained or described.
- If it is a very important email message, it must be noted that you wrote it and not a message forwarded from another author.
- Use spelling rules.
- Sign the message.
- Be respectful enough and moderately express how interested you will be in the answer.
- Have common sense with the number of files to attach, if there are many it is preferable to compress them into a single file.
- Don’t capitalize whole words or long sentences. It may appear that you are addressing the person with an inappropriate tone.
- If it is a formal letter, do not use emojis.
How to write an email correctly
- At the beginning you should write a greeting, followed by your own presentation.
- Then it will be necessary to write the reason for the email.
- The body of the message should express clear details. Let there be no doubts about the purpose of the email and what is expected of the person who reads it.
- End with a short send-off, signature, and additional contact details.
Examples of how to write an email correctly
- Example 1
Dear [Name and surname of the person to whom the email is addressed],
My name is [Your first and last name] and I currently work as [Position that you are occupying] in the company [Name of the company for which you are working]. Through this e-mail I would like to express my interest in the position of [Position to which you are applying and ref.], Since this corresponds perfectly to the previous missions that I have carried out and in which I would like to continue deepening.
In the same way, I would like to highlight some points within my professional career that could be of interest to you:
My extensive knowledge and experience in the [area in which you have worked] sector have allowed me to have a domain in [Programs or acquired knowledge].
My work with international teams [or other departments] has helped me develop new skills for teamwork.
My [Hobbies, awards, trips …] have allowed me to work in project leadership and have helped me to remain enthusiastic about new challenges.
In this way, I allow myself to accompany this e-mail with my Curriculum, hoping that my profile may be useful for the development of the proposed mission.
Thank you in advance for your attention.
A cordial greeting,
- Example 2
Dear Mr./Mrs. _____,
I hope all is well.
We met in _______________ and we agreed that he would contact him by phone. This afternoon I called your office, but I was informed that you were not available. The reason for this email is to be able to arrange a call at the time that is most convenient for you.
I am looking forward to your response.
- Example 3
Good morning, mr / mrs.
I hope you are fine.
The general manager of XXXXXX writes to him. We met at the XXXXX convention on XXXXX. Last week I called his office to contact him, but was unsuccessful.
The reason for this email is because we want to invite you to the opening of our new branch. It is located at XXXX XXX XXX, Colonia XXXXXXXX. It will be at 8:00 pm.
We look forward to your presence.