I know this is not the typical post you might be used to, but! It’s a matter of life in death (of your future)
It has dawned on me that in these modern times there are still a large number of people –young and old, who do not know how to send a professional Email. Just a few months ago, we posted a call for Blog + Magazine Contributors with the call to action being to send us an email and when we got those emails from potential candidates the pickings were so slim that we were not able to choose anyone from a total of 44 Emails. We know it might be daunting and even embarrassing to not know how to send a professional email in these digital times which is why we’ve decided to guide you through the process.
Getting Started …
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Below is my very own email set up that I use to send and receive Emails. I use a number of different emails for different things so that might be something to look into. I would also recommend using a more professional name (usually) your own name or business name rather than something like email@example.com. As you read this, go ahead and create a new Email address right now! Now that you know the basics, let’s really get down to business.
Creating the Email …
1. In your email, select “compose” to get started and the page should open to something like what you see below or similar.
2. Click on the “To” field and type in the email address of the sender.
3. Click on the “Subject” tab, this simple step is where a lot of people get a bit confused as they leave it blank. The subject is what your email is about. If you are applying for a job, the employer might tell you what to put in the subject so you should pay close attention to that. If you are not sure just type what the email is about, it could be as simple as “Journalist Job”
4. Below the Subject is the body of the email (the empty white space) where the bulk of your email will go. *Please do not leave this section blank as it is the most important* Here, you briefly introduce yourself and make clear reference to the subject. Here is an example below:
“Good Day The Haute Lifestyle Team”
I’m Mary and I saw your post on Social Media looking for Summer Interns. I am a final year Communications student at The University of the West Indies who has a passion for fashion and writing and would be the perfect fit for the Social Media position! I’ve attached my resume and a few writing samples so you can learn a little bit more about my writing style.
Hoping to hear from you soon,
Be sure to check for grammatical errors as this will be a huge turn off to most individuals in a professional setting. Pro Tip: Tailor your resume + cover letter for each position as opposed to sending the same email to multiple businesses or people.
5. Finally, your email is complete and you can click send! If you really want to take things up a notch, you can create your signature like I did below with your contact information that will be sent in each email. This adds a really nice touch and shows that you have put some serious thought into your email.
I really hope these tips helped and we were at least able to inspire at least one person to create a professional email. Send us an email at firstname.lastname@example.org if you need further tips.