Guide to Writing Professional Emails

In today’s world, we are constantly interacting online, and it seems for every in-person interaction, there is an online equivalent. We use many platforms on our phone – social media, text messaging, email, etc. – that have a different function, and our interaction with each must adjust accordingly. With each of them accessible on one device, it can be difficult to change our persona from one platform to another. Communication with your employer and your sponsor requires professionalism – even when it’s through an online interaction like an email. To help you succeed, we have compiled a list of useful tips, so you can craft professional email communications. Remember – emails are forever, so you want to take the time to construct them properly.

Write complete messages

It’s important to remember that emails are more like written letters than text messages. When you send an email, ensure you include a greeting, a detailed message providing any backstory necessary, and a signature that contains at least your full name. If you’re writing to your sponsor, you may want to include further information such as your DS number or the name of your employer. If you’re writing to your employer’s HR team, you may want to include your employee ID number. The best way to receive a quick reply and resolution to your email is to provide as much information as possible so the reader doesn’t have to spend time trying to determine who you are or what you’re referring to. However, don’t be unnecessarily long, or you’ll make your message more difficult to read and follow properly. 

Use proper grammar and complete sentences

Following from the previous thought that emails are not text messages, write your emails with proper grammar, no abbreviations, and complete sentences. World Wide Cultural Exchange and your employer understand that English is not your first language, so we understand there may be some errors – that’s okay! It’s important to make the effort to be professional, but don’t fear mistakes, it’s how you learn and improve your writing skills.

Make sure the e-mail thread is included in each e-mail

When you’re having an on-going discussion via email, you must include all previous messages of the email chain so that the person you’re emailing with can quickly refer back. Whoever you are emailing likely manages hundreds of emails, so it’s important that they have the email trail easily accessible, so they don’t have to spend time searching in their inbox for previous messages. 

Use professional voice and tone 

When writing your email, you want to use a respectful voice with a professional tone. We understand you might have a close relationship with your coordinator or your supervisor, but you still need to keep email correspondence professional. You can be friendly without writing as if your reader is a casual friend. Writing with inappropriate language is never acceptable. If you are writing any sort of complaint or about a frustration, be sure to write your email once you’re calm and can have a productive exchange. Don’t forget that aggressive email behavior can lead to disciplinary action with your employer or sponsor. 

Proofread

Before you hit the send button, read over your email to make sure there are no mistakes, you have included all essential information, and your message is clear and concise. Be confident about what you are sending!

Check your e-mail multiple times a day

WWCE and your employer expect you to check your email a minimum of once a day, but you should be checking it multiple times to be on top of any important correspondence. All messages from your sponsor and employer must be read twice to ensure you understand all the information and responded to, if the email requests a reply from you. It is never okay to ignore messages from WWCE or your employer. If you are someone who forgets to check your email, set up notifications so that you’re immediately alerted when you receive a message. 

Choose a professional email address

An email address is how you’re identified by the recipient of the email. In the professional realm, your email address is expected to be comprised of your name; your email address should not deviate from that purpose. For example, if your name is Jane Smith, your email could be janesmith@, jsmith@, janes@, or a similar combination. If you have a common name, you might need to add your middle name or a number but aim to keep it as simple as possible.