How to Start Emails: A Comprehensive Guide

Introduction

Email is a common form of communication in both personal and professional settings. As such, it is important to understand how to write effective emails that are professional, polite, and appropriate for the situation. This article will explore the fundamentals of email etiquette, including how to introduce yourself and your organization, establish a connection with the recipient, get to the point quickly, use a professional tone, and close the email appropriately.

Introduce Yourself and Your Organization

When starting an email, it is important to identify yourself and your role within the organization. According to research from the University of Kansas, “People expect you to follow the conventions of good business writing — to include your name, title, and contact information so they know who is sending the message.” Additionally, it is important to provide some information about your organization and why you are contacting the recipient. This will help the recipient understand the context of the email and why they should take the time to read it.

Establish a Connection with the Recipient

It is also important to establish a connection with the recipient before getting into the main content of the email. This can be done by doing research on the recipient, such as their background, interests, and any recent news related to them. This will show that you have taken the time to learn more about them and will help to foster a positive relationship. Additionally, personalizing the message by using the recipient’s name or referencing something specific to them will make them feel valued and will make the message stand out from other generic emails.

Get to the Point Quickly

Once you have established a connection with the recipient, it is important to get to the point quickly. Using an appropriate subject line that accurately describes the content of the email will help the recipient prioritize which emails to address first. Additionally, the main point of the email should be made clear in the first few sentences. According to research from the American Psychological Association, “The average reader spends only 11 seconds reading an email.” Thus, it is important to make sure that the main point of the email is communicated quickly and clearly.

Use a Professional Tone

Using a professional tone is essential when writing an email. Slang or jargon should be avoided, as should any language that could be perceived as rude or disrespectful. Additionally, it is important to think before you send the email and to make sure that the content is appropriate for the situation. According to research from the University of North Carolina, “If you wouldn’t say it in a face-to-face conversation, don’t say it in an email.”

Close the Email Appropriately

Finally, it is important to close the email appropriately. This includes including a call to action, such as asking for a response or providing further information. Additionally, signing off with your name will help the recipient remember who sent the email. It is also important to ensure that the closing is appropriate for the situation. For example, if the email is for a professional setting, it is best to use a simple sign-off such as “Sincerely” or “Best regards.”

Conclusion

In conclusion, there are several key components to consider when starting an email. These include introducing yourself and your organization, establishing a connection with the recipient, getting to the point quickly, using a professional tone, and closing the email appropriately. By following these tips, you can ensure that your emails are professional and effective.