To Write a Professional Email

1. Question the communication situation.
   • Subject: What is the specific topic of your email message?
   • Purpose: Why are you choosing to write an email? What response do you hope to get?
   • Audience: Who will read your email—a teacher, a business representative, a college adviser?
2. Plan your email.
   • Be clear about the purpose of your message.
   • Decide when you will draft and send the message.
3. Research your topic.
   • Searching: Identify the correct email address of the receiver.
   • Focusing: Decide on your focus—the topic and reason for writing the email.

     Topic: College visit

     Reason: to set up an appointment

     Focus: I am interested in visiting the campus on May 5. Can I set up an appointment with a tour guide?

   • Shaping: List other important details, including any follow-up action or information you require.
4. Create the first draft of your email.
   • Complete the email header.Create a clear subject line that tells the reader what the message is about.

     Unclear: College Visit

     Clear: Confirmation for May 5 Campus Visit

   • Greet the reader and give your reason for writing.
   • Follow with other necessary details.
   • End the message. Request any follow-up action or information you need. Then provide a polite closing and your name.
5. Improve your first draft.
   • Evaluate your first draft.

     Purpose: Does the email fulfill your purpose for writing?

     Audience: Is the language clear and appropriate for the reader?

   • Revise your email.

     Cut careless or unnecessary comments.

     Break up lengthy passages into short paragraphs with lists and headings.

     Double-space between paragraphs.

   • Edit your revised email.

     Check your message for spelling and punctuation errors.

6. Present the email by sending it to the receiver.