The first impression matters. Therefore, you need to begin your formal or informal email in the best way.
Generally, it is always easy to begin anything but if you don’t start well, it will be difficult to harness the process. That is the case while writing a professional email. If you don’t start your email in a catchy way, your recipient may ignore it. In other words, your email goes straight to trash.
Many readers do not really go through a whole write up. Most times, they scan through it. But they go through the first line or paragraph. The paragraph they believe paves way and gives a clue to what is contained in the body.
Let me just start with one of the tips here. The best factor to consider while writing an email is the target audience. Once you know who your are trying to reach, it will be easier for you to start well.
Why is it important to start an email well?
Your goal is important to you, right? You want to pass an information which you feel should earn you something good? How do you intend to achieve that if you don’t start well?
Just listen to these questions and think about it, you will see why it is important to begin an email perfectly.
Well, let me talk about more.
You do not send an email just to spam your contacts. You want to something from them. Maybe you want them to know of your new products as a business owner. As a web developer, you want to know whether or not a company wants such service. In another development, you may want to address your Co-Executive members. All these and more require you to write a professional email and they also need you to start in a professional manner.
Billions of emails go in to recipients’ inboxes in a week. But lesser percentage of those emails are read. It could be that those emails were not catchy enough to gain the attention of the readers.
Most of the recipients move such emails to trash folder. They have not read them and they have conquered the objective of the sender. Same is applicable when you don’t start any type of email well.
Emails which you send to friends and family do not need you to start in a formal way. Yet, you don’t need to wing it the way you like.
How to start a professional email
An email starts with the subject line to Salutation and finally first sentence or paragraph. These are three elements that begin an email. All of them are found at the beginning but one of them comes first.
Theses three elements must be treated carefully if your email must earn you what you want.
It all begins from the subject line. The subject line is the title of the email and that is the only thing a recipient sees even without opening the email. The subject line passes a lot of information to the recipient.
When he sees it and does not understand the subject line, he may move it to trash from there. He has not read it. In order to begin a perfect email, add the perfect subject line that describes the content of your email in summary.
For instance, you want to inform your company executive members about the cancellation of the executive meeting. What do you think the subject line should be? It should be a type that describes exactly what you want to tell them in the body of the email.
- Example 1: Cancellation of the Executive board meeting.
- Example 2: The Executive board meeting has been cancelled.
Any of these instances above would do better than when you use “meeting cancelled“. Any member of the executive board who sees any of these subject lines will be forced to go through the email. That is the power of a good subject line.
Salutation is the greeting section of an email. The way you address or greet the recipient contributes to making your email professional.
In a formal setting, you use formal email salutation. While in an informal setting, you use an informal salutation. Some email recipients get pissed off at the salutations of some email senders. And sometimes, it makes them skip the email.
It is most unfortunate to get your email skipped or trashed just because of your salutation especially when you are making a request.
Therefore, it is important to use a tone which is seen as appropriate by the recipient.
A good salutation is a good start for a professional email. Let me give you some ideas that will help you know the right salutation to use while you write a formal email.
Examples of email salutation
Your salutations depends on the number of recipients you are writing to in the formal setting.
Samples of email salutation to one or two person
- Dear [Name of recipient].
- Dear [Name of recipient 1] and [Name of second recipient],
- Hello [Name]: Mostly used in an informal email
- Hi [Name]: Also for an informal email
When writing to more than two person (three or more)
- Hello everyone,
- Hello all,
- Good morning,
- Good afternoon,
- [Group or team name],
- Hi team,
- Good evening,
When writing to an unknown person (you don’t know the name)
- ‘Hello’ or ‘Hi’ [name]
- Dear Hiring Manager,
- Hi everyone
It is always important to find out the name of your recipient. It will make the email more real.
First sentence or paragraph of an email
Another important part of a professional email is the first sentence or the paragraph. In fact, whether formal or informal, the first sentence is important.
I recommend it starts from your first sentence. Sentences make a paragraph but good sentences make good paragraph.
Start with a sentence that will make the recipient want to read through it.
Conclusion – Start a professional email
The beginning of an email is the foundation. Once it is good, the process will flow. But if the reverse is the case, you may find it difficult to find your voice in the email. Even though you succeed in making good email body, the reader might have dropped your email due to bad beginning.
Also do well to use a good email format. A good email format is an email that has the following elements
- Subject line
- Closing remark
These elements help you write a good professional email. After starting your email perfectly, don’t make mistakes in the body because that is the main message. You need to see how to write a professional email with examples.