Professional Emails

Professional
Emails

Introduction

Formal Emails are essential for professional communication, credibility, documentation,

and following accepted business norms with clarity and professionalism.

Why Formal Emails Matter:

• Professionalism: Present yourself

and your organization in a

professional manner

• Clarity: Convey your message clearly

and concisely

• Etiquette: Follow accepted norms for

professional communication

• Documentation: Create a written

record of important exchanges

Multiple Choice

Which of the following is NOT a reason why Formal Emails are essential for professional communication?

• Present yourself and your organization in a professional manner

• Convey your message clearly and concisely

• Follow accepted norms for professional communication

• Create a written record of important exchanges

Anatomy of a Formal Email:

• Subject Line: Clear and concise summary of the

email's purpose or topic

• Salutation: Formal greeting addressing the recipient

• Opening Paragraph: Introduction and context of the

email

• Body Paragraphs: Main content, organized into

concise paragraphs

• Closing Paragraph: Summarize key points, provide

next steps or requests

• Closing and Signature: Formal closing followed by

your full name and contact information

Match

Match the following

• Subject Line

• Salutation

• Opening Paragraph

• Body Paragraphs

• Closing Paragraph

Clear and concise summary of the email's purpose or topic

Formal greeting addressing the recipient

Introduction and context of the email

Main content, organized into concise paragraphs

Summarize key points, provide the next steps or requests

• Clear and concise summary of the email's purpose or topic

• Formal greeting addressing the recipient

• Introduction and context of the email

• Main content, organized into concise paragraphs

• Summarize key points, provide the next steps or requests

Formatting Guidelines of a

Professional Email

• Font and Size: Use a professional font

• Alignment: Keep the email aligned to the left

• Indentation: Use standard paragraph

indentation if applicable

• Grammar and Spelling: Ensure proper

grammar, spelling, and punctuation

Formatting Guidelines of a

Professional Email

• Conciseness: Keep the email focused and

avoid unnecessary information

• Readability: Use line breaks or white space

between paragraphs

• Tone: Maintain a professional and respectful

tone

• Signature: Include a signature with your full

name and contact information

Multiple Choice

You're a high school student who has just received a lower grade than expected on a recent assignment. You're planning to email your teacher to inquire about the grade and potentially request a re-evaluation. However, you're not quite sure about the best way to write this email. Which of the following guidelines should you NOT follow when writing this email?

​

• Include unnecessary information

• Use correct grammar and spelling

• Use a professional font

• Keep the email aligned to the left

Tips for Writing Effective Formal Emails:

• Use a clear and concise subject line that summarizes the

email's purpose

• Start with a formal salutation addressing the recipient

appropriately

• Introduce yourself and provide context in the opening

paragraph

• Organize the main content into paragraphs, each with a clear

focus

• Summarize key points and provide clear next steps in the

closing paragraph

• Use a formal closing followed by your full name and contact

information

Reorder

Arrange the following elements in the correct order for writing an email to a teacher about a grade:

• Subject line and Formal salutation

• Introduction

• Main content

• Closing paragraph

• Formal closing

1

2

3

4

5

• 1
• 2
• 3
• 4
• 5

Dos and Don'ts of Formal Emails:

• Dos: Be professional, clear, and respectful.

Use proper grammar and proofread your

email.

• Don'ts: Avoid using informal language,

excessive jargon, or inappropriate tone.

Don't forget to proofread.

Multiple Choice

True or False: When writing an email to a teacher about a grade, it is important to be professional, clear, and respectful, and to use proper grammar and proofread the email.

• True

• False

Best Practices for Professional

Communication

• Respond promptly to emails within a

reasonable timeframe

• Keep your emails concise and to the

point

• Use appropriate email etiquette and

maintain a professional tone

• Double-check email recipients before

hitting send

• Review and proofread your email for

errors before sending

Multiple Choice

What are some important things to keep in mind when writing an email?

• Respond promptly to emails within a reasonable timeframe

• Use as many words as possible to convey your message

• Be casual and informal with your tone

• Review and proofread your email for errors before sending

• Respond promptly to emails within a reasonable timeframe AND Review and proofread your email for errors before sending

​

Subject: Seeking Guidance on Grade Improvement/Project Preparation

.

Dear [Teacher's Name],

.

I hope this email finds you well. I am a student in your [Course Name/Subject] class and seek your guidance on improving my grade or preparing for the upcoming project.

.

I have identified areas where I could use assistance or improvement [mention the specific areas]. I would greatly appreciate your insights or any resources you can recommend to help me grasp these concepts better and perform well in future assessments.

Furthermore, as there is an upcoming project, I want to ensure I am adequately prepared. Therefore, I would like your guidance on approaching the project and the steps I should take to understand the required materials comprehensively.

.

Thank you in advance for considering my request. Your expertise and guidance are highly valued, and I am committed to implementing your suggestions to enhance my academic performance.

.

I look forward to your response. Also, if you require any additional information, please let me know.

Thank you for your time and support.

.

Sincerely,

[Student's Name]

[Student's Email Address]

[Course Name/Section]

​Template for an Email

Open Ended

Compose an email to your teacher asking for advice on improving your grade in the class or another topic of your choice if you have an A. Make sure to use proper email etiquette and include specific details about your performance in the class. Remember to review and proofread your email for errors before sending it. Add your email to your class portfolio. Do not email it to me.