How To Write A Perfect Professional E-mail

Many people think that very easy to write an email, is that correct? The answer is correct! but there are some important things to be aware that the content of the email that we send are good, correct, and professional. We can write the non-formal one to friends and family, but different if the email that we wrote it for formal occasion such as job applications, business communication, college professors or teachers in schools and other formal purposes. Now, I would like to share some information about how to create a professional e-mail that I got from English academic purpose class. Here are some things we have to consider in writing the correct email:

• Subject E-mail

        The first thing that we must be considered in writing the correct email is the email subject or title. Email subject should be brief, but sufficiently descriptive and accurate. Do not write the email title too long, just make sure the subject is declared content of the email only.

 Example :

Subject  : EAP Assignment unit 8 PBI 2013

•   E-mail Address

      The purpose of attaching the email address is to ascertain to whom the email we will send. Before writing the contents of emails, we must make sure that the email address was correct. Otherwise, we would have failed to send email to people or institutions we addressed. So, make sure the address of email is the correct one.

• Salutation

       In writing emails we must show the ethics and grammar politely. Something t that we have to avoid is the slang words because it is impolite one. Start writing in your email with the kind words to the email recipient to make the person feel appreciated and respected. For example, "Dear Sabrina Travel". By using ethics in writing emails would be an additional value to the recipient of the email.

•  Content

      In writing formal e-mail, we must pay attention about the  grammatical and ethics. Make sure you write it down by using a good language and the correct spelling. So, if do all the things before, the message that you want to sent will be understood easily by the recipient of the email.  Next, write the intents and purposes you send an email to the recipient of your email. if you send an email to a new recipient, introduce your name first.

Example :

 “We are traveler from Indonesia. Our names are Nanda Aspuri, Annisa Amanda Putri, and Nanda Rizki. We want to ask you to check some facilities information about solo sagrado de guarapiranga, one of tourism places in sao paolo.”

     After you have finished delivering the intents and purposes of your email, please end your email with the closing words. Again, you have to use the polite one.

Example:  

We would be very appreciate if you could inform or contact us. If it is not possible, we would be thankful if you could send us a confirmation letter.                                                                              

We are looking forward to hear the information from you. Thank you very much. 

Best Regards, 

Nanda Aspuri
Nanda Rizki
Annisa Amanda Putri 

• Attachment

There are several type of attachments in email such as images, document, and video. Before you upload the attachment, make sure you already tell in advance in the contents of the email to the recipient that you are going to attach it. Do not send large attachments (more than 1 MB) because it will spend a long time in uploading and also when downloading by the recipient.

Here is the real example of the formal e-mail:

Dear Sabrina Travel

We are traveller from Indonesia. Our names are Nanda Aspuri, Annisa Amanda Putri, and Nanda Rizki. We want to ask you to check some facilities information about solo sagrado de guarapiranga, one of tourism places in sao paolo. The facilities that we would like to request are the nearest hotel from tourism place and transportation that we would like to use. Here are the list of it:

  Type of Room                         : Deluxe Room

  Number of Rooms                  : 2  (two rooms)

  Number of Persons                 : 3 (three persons)

  Length of Saty                        : 2 (two days )

  Method of Payment                : Travel Agent Voucher From NUSA Tours & Travel

                                                 include for ABF + Lunch + Dinner  

  Special requests                      : Please provide daily newspaper

                                  Please provide extra soap in the bathroom

                                  Please provide double bed in one room

                                        Pick-up Airport to Hotel by your shuttle bus

 Transportation                           : Please provide the bus and the interpreter to guide us  during   our holiday.

W e would be very appreciate if you could inform or contact us. If it is not possible, we would very thankful if you could send us a confirmation letter.                                                       

We are looking forward to hear the information from you. Thank you very much.

Best Regards,

Nanda Aspuri

Nanda Rizki
 Annisa Amanda Putri

Writing an email is almost the same as writing a letter. Email also has email formal and non-formal. In writing a formal email, we have to use polite language. Not only that, we have to consider several things as the writer wrote above. Before sending it, check repeatedly to make sure if your email is the correct one.