How to Write a Professional Email

When contacting recruiters, you should always use effective, simple and natural language to come off as mature and graceful. Follow this guide to use the email medium with elegance.

1. Use an appropriate email address

If you do not have a professional-sounding email address hosted on a credible domain, it is time to create a new account. The new email address will need to contain your initials, either your surname or full name, and be free from references to your favourite puns, cartoons, or games.

2. Write a clear

5. Check for errors

Do not just rely on autocorrect to spot your typos! Always reread your email draft for grammatical mistakes. Also, read it out loud while putting yourself in the recipient’s shoes.

6. Manage your email subject line

A good subject line states the purpose of the email with the recipient in mind. An ideal subject line will be “Application for (Role) – (Your Name)”. Make sure you do not have typos in the subject line as that will make a very bad first impression!

3. Address your email to the right person

Before sending out your email, you can either call the company or find out online who you should address the email to, instead of just stating “Dear Sir/ Madam” or “To Whom It May Concern”. Most of the time, though, the name of the hiring manager is often on the job description and hiring notice.

4. Keep your message attachments effectively brief and professional

Your email should be succinct. Avoid smileys, emojis and exclamation marks in your emails to recruiters and prospective managers, even though you may be excited about applying for your dream job. Keep the note brief, respectful and professional. Be sure to avoid using acronyms like “btw” and “FYI”, as well.

Remember to enclose your attachments, whether they are your cover letter, resume, or other documents requested for! When it comes to sending out a few large attachments, you can place them in a zip folder, or create links for downloads.

7. Follow up promptly

Besides replying to emails from prospective employers swiftly, you should send them a follow-up note if you have not heard from them within the stated period in which you are expecting a reply. Similarly, you do not want to miss out on an interview opportunity or potential job offer just because you forgot to check your inbox!

8. Craft an effective signature

Lastly, your email signature should contain a link to your LinkedIn profile or online portfolio as well as your mobile number, especially for the first email to any professional contact.

To: jhan@axbank.com

From: david.sum11@gmail.com

Subject: Application for the graduate management programme – David Sum

Dear Mr Han,

I am interested in the graduate management programme at AX Bank, as advertised on LinkedIn. I have a 6-month internship experience at MNF Company, and related experience at FeynM Company. My attached resume and cover letter outline my qualifications for the role.

Thank you very much for your consideration. I hope to hear from you soon.

Yours sincerely,

David

+65 9876 5432

LinkedIn: @david_sum

David’s email is concise and to the point, yet professional and mature David also points out why he is a good match for the role The subject line is clear, and lets the recruiter know that he is applying for the position in a decisive manner David’s signature is effective in letting the recruiter know alternative contact details, and where he can be found on social media

Example Of A Bad Email

To: jhan@axbank.com

From: david.sum11@gmail.com

Subject: Applying for the graduate management programme

Dear Mr Han,

I want to apply for the graduate management programme at AX Bank, as advertised on LinkedIn. I think I am one of the best candidates for this position, as I have internship and other related experiences. My resume and cover letter are attached and show that I am qualified. Thank you, and I hope to hear from you sometime.

Yours sincerely,

David

Although David’s email is short and does not ramble, it is too casual and unprofessional David states that he is a good match for the role, but does not discuss why While the subject line lets the recruiter know that he is applying for the role, his manner of doing so is indecisive. The email also may not catch the recruiter’s eye, as David did not add his name to help it stand out David’s signature does not include alternative contact details, or whether he has a LinkedIn account or not. The recruiter may not want to go through the trouble of trying to find him on a social media platform