1
Use a neutral e-mail address.
Your e-mail address should be a variation of your real name, not a
username or nickname. Use periods, hyphens, or underscores to secure an
e-mail address that's just your name, without extra numbers or letters,
if you can.
2
Use a short and accurate subject header.
Avoid saying too much in the subject header, but make sure it reflects
the content of your email to a person unfamiliar with you. If possible,
include a keyword that will make the email content easier to remember
and/or search for in a crowded inbox. For example, “Meeting on March
12th” is specific enough that the email topic won’t be mistaken for
anything else but not so specific as to be distracting
3
Use a proper salutation.
Addressing the recipient by name is preferred. Use the person's title
(Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a
colon. Optionally, you can precede the salutation with "Dear..." (but
"Hello..." is acceptable as well). Using a last name is more formal and
should be used unless you are on first-name terms with the recipient. If
you don't know the name of the person you're writing to (but you really
should try and find one) use "Dear Sir/Madam" or "Dear Sir or Madam"
followed by a colon.
4
Introduce yourself in the first paragraph (if necessary). Also include why you're writing, and how you found that person's e-mail address, or the opportunity you're writing about.
5
Write the actual message.
Be sure to get your point across without rambling; if it's fluffed up,
the reader may glance over the important details. Try to break up the
message into paragraphs by topic to make your message more logical and
digestible.
6
Use the correct form of leave-taking. This will depend on your level of intimacy with the recipient.
7
Sign with your full name.
If you have a job title, include that in the line after your name, and
write the company name or website in the line after that. If you do not
have a job title but you have your own blog or website related to the
content of the e-mail, include a link to that below your name. If the
e-mail is about a job, only include a career-related website or blog,
not hobbies or interests.
8
Proofread your message for content.
Make sure you haven’t omitted any important details (or repeated
yourself). Reading your email aloud or asking someone to proofread it is
a great way to get a different perspective on what you’ve written.
9
Proofread your message for spelling and grammar.
If your email provider doesn’t already provide spelling and grammar
options for you, copy and paste your email into a word processor, revise
it if necessary, and copy and paste it back into your email.
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