Learn English - How to write a PROFESSIONAL email in English

Let's go on to question number three; let me  kindly request how to write a professional email?  

So, I’m going to give you a quick short  tutorial how to write a professional email.  

So, you need a few things first. You need your  introduction. So, we would say something like,  

hello Mr. or Mrs. something right. What's their  name? Good morning / good afternoon / good evening  

and so on. Then you have the body of your email.  So first, you should state your purpose. Why are  

you writing the email? Let the person know right  away what you are writing them about. And if it is  

your first-time writing, you can state your name  right. I am such and such. Then your purpose.  

So, for the body, for the whole email we want  to use professional formal academic language.  

So, this means don't use slang or something called  colloquialisms, which is also similar to slang.  

So, we want to use professional, formal language,  no slang and also academic language. So,  

in a professional email we'll use some higher  vocabulary. If you need help with this, to develop  

your vocabulary, you can use a thesaurus. So,  this is like a dictionary that has synonyms in it,  

which are words that mean the same thing. Right  synonyms, like big and large are synonyms.  

So, you can use a thesaurus to help you if you  want to make your language a little bit better.  

If you are asking a question, use high  politeness modal verbs like would,  

could, and may. So that's  something we talked about  

in a previous live stream. I think in our  last Q & A about the formality of these words.  

And after your body you, need a closing. Where  you should thank the person. Thank you for your  

time and have a great day / have a great evening  / have a great weekend and so on. So, let's take  

a look at an example. So, in this example,  I am writing to someone to apply for a job.  

“Good morning Mrs. Connell.” Okay so there's  my polite formal introduction, “good morning  

Mrs. Connell. So, in a professional email, if we  do not know the person, we do not want to call  

them by their first name in our first email to  them. Okay, we want to be respectful and polite.  

Okay, let's take a look at the  body. “My name is Sarah Rodriguez.  

I’m writing you to inquire about the academic  coordinator position that you posted on LinkedIn.  

I have attached my cover letter and resume for  your consideration. Please let me know if you  

have any questions regarding my application.”  Okay, so what do we see here? This is my first  

time writing to Mrs. Connell so, my name is… and  then my purpose, why, why am I writing this email?  

And remember we want to use a little bit higher  vocabulary. So here we have the word “inquire.”  

So, this means “ask” and I could say “I’m writing  to ask about,” but I looked in my thesaurus.  

“Ask” oh different words that mean “I’ll ask  question,” oh “inquire.” Oh that's a good one “to  

inquire.” Often if we are submitting documents to  someone we say it in the email, “I have attached.”  

Right attach is the word we use when we add  a document to an email. “I have attached,”  

just to let the person know. Maybe they don't  see it, you want to make it clear. And then,  

just a polite sign off of the body. “Please  let me know if you have any questions.”  

Then our polite closer, “thank you for your time  and consideration.” And sign off your name. So,  

this is a simple structure for a  professional email. Remember to use  

academic language. You can use a thesaurus  if you need to and be very polite.