Skip to content

How to Write a Professional Email?

    An e-mail is the fastest way to communicate in writing. The word e-mail simply means electronic mail, which we send across the Internet or other computer networks. An e-mail can be sent from a computer or from a smartphone that has access to the Internet. After going through this post, you will be able to understand “How to Write a Professional Email?”

    How to Write a Professional Email?

    Some Facts about E-mail


    • An e-mail is sent using an account that stores all your sent and received messages online.
    • E-mail accounts can be created with e-mail service providers such as Gmail, Yahoo!, and AOL.
    • Most of these service providers do not charge you to create an email account.
    • An e-mail account is operated through a personal e-mail address (e.g. [email protected] ) which can be accessed only with a password (a series of letters or numbers).
    • Your password is a secret and should never be shared with anyone!
    • You can send written messages, photos, videos, and audio files through e-mail.

    Difference between a Letter and an E-mail


    Most e-mail service providers allow users to customize their online profiles. Each user can choose from a variety of themes and set their preferences. It is similar to setting themes on your computer.

    An e-mail looks like a letter except that it is not handwritten. Let us examine the differences between a letter and an e-mail.

    E-mailLetter
    Printed or typedPrinted or handwritten
    Sent via the InternetSent via the post office
    Is received instantlyTakes days to reach the recipient

    Components of an E-mail


    An e-mail consists of two main sections:

    • The header
    • The body

    The following fields are part of the header:

    • The To field
    • The Cc field
    • The Bcc field
    • The Subject line

    The body of the e-mail consists of an introductory paragraph and a short description in writing. It consists of

    • A salutation
    • An opening sentence
    • The information in detail
    • Closing line
    • Signature line

    How to Write a Professional Email?


    How to Write a Professional Email to a Manager of a Company


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectSick Leave Email

    To,
    The Manager, XYZ Company

    Dear Sir,

    This is to bring to your notice that, I met with an accident on the 15th of April. I have a small fracture on my right leg and I’m scheduled to undergo a minor leg surgery on the 18th of April. The doctor has advised me complete bed rest for a period of 1 month. I will be mostly available after the 28th of May to resume my work.

    I have enclosed all the necessary documents including a letter of recommendation from my doctor.

    I regret the inconvenience and I’d like to request you consider this sick leave mail.

    Yours Faithfully,
    John Allen, Junior Engineer, XYZ Company


    How to Write a Professional Email to an Editor of a Newspaper


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectDo working women indeed destroy families?

    Dear Editor,

    With due respect, I would like to draw your attention to the article titled ‘Working women destroy families’ published on 9 September 2020. The piece was insensitively written and expressed strong prejudice against women who manage both their careers and homes.

    The article mentions that working women lack affection for their families as they are only concerned about climbing the career ladder. It further stated that children whose mothers are career-oriented are left to fend for themselves. The writer painted a disillusioned picture of women by concluding that working women destroy their families by giving importance to their jobs.

    The high cost of living compels both parents to work so that the family and the children can get the best facilities. I have been brought up by a mother who was a working woman, and at no point in time did I feel that she was neglecting me. Although the possibility cannot be denied, it was grossly inappropriate to allow such a biased piece to be published in your prestigious daily.

    Educated women are crucial to a better tomorrow, and I think that instead of being misjudged, they should be treated as equals in society.

    I hope your publication takes care henceforth before publishing articles that are poorly researched and drafted.

    Yours sincerely,

    Bipin Paul
    V.I.P Enclave
    Kolkata


    How to Write a Professional Email to your Boss


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectSick Leave Email

    To,
    Supervisor, Vital Technology, Kolkata

    Respected Sir,

    This is to bring to your notice that, I need a full day’s leave (15 June) due to an emergency at home. I will be joining in and even will try to arrive after the situation is soothed.

    Sir, I require this leave due to the long-term disease of my Grandfather who is going to get operated on soon. He has been admitted to AMRI international hospital. I need to stay with him in this situation as none of my ménage belongs to this city and we live apart from our families.

    I am a responsible employee and never leave my office unless there is a dire emergency. According to my previous records which may be checked if needed, I have been keen and very particular with my professionalism and work and have never been informed of any complaints issued regarding any of my discourses.

    I shall be grateful to you.

    Yours sincerely,

    Rajat Sen, Senior Technician, Vital Technology


    How to Write a Professional Email to the Principal


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectSick Leave Email

    To,
    The Principal
    St.Johns High School
    Kolkata, 7000064

    Dear Sir,

    With due respect, I wish to state that, I am Rajesh Sen, working as an assistant teacher in your school. I want to say that, I have been suffering from fever for 1 day. Due to the high temperature, I am experiencing severe body discomfort. The doctor told me that I have Typhoid fever. The doctor suggests taking a rest for at least 15 days. I am unable to attend school from Today (27th April).

    In these circumstances, Please excuse me for being absent for 15 days. In case of required extra leaves, I will inform you.

    I will be highly obliged for your consideration.

    Sincerely,

    Rajesh Sen
    Assistant Teacher


    How to Write a Professional Email to the Manager for Sister’s Wedding


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectLeave Email for Sister’s Marriage

    To,
    Peter Charles,
    Manager, XYZ Company

    Dear Sir,

    This is to bring to your notice that, I am John Allen, Working as a Junior Engineer in XYZ Company. I am writing this mail to apply for a week’s leave to attend and work on my sister’s wedding ceremony which is scheduled for the 25th of May and I will be mostly available after the 28th of May to resume my work.

    Although I will not be in the office during this time period, I will still be available via email or phone. My email and Contact no are listed below. Please do not hesitate to contact me if you have any questions.

    Ph no – 8747236462, Email – [email protected]

    I regret the inconvenience and I’d like to request you consider this leave application.

    Yours Faithfully,
    John Allen, Junior Engineer, XYZ Company


    How to Write a Professional Email to the Manager for Medical Reasons


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectSick Leave Email

    To,
    The Manager, Vital Technology, Kolkata

    Respected Sir,

    This is to bring to your notice that, I need a full day’s leave (15 June) due to an emergency at home. I will be joining in and even will try to arrive after the situation is soothed.

    Sir, I require this leave due to the long-term disease of my Grandfather who is going to get operated on soon. He has been admitted to AMRI international hospital. I need to stay with him in this situation as none of my ménage belongs to this city and we live apart from our families.

    I am a responsible employee and never leave my office unless there is a dire emergency. According to my previous records which may be checked if needed, I have been keen and very particular with my professionalism and work and have never been informed of any complaints issued regarding any of my discourses.

    I shall be grateful to you.

    Yours sincerely,

    Rajat Sen, Senior Technician, Vital Technology


    How to Write a Professional Email? #The End


    YOU MAY READ


    Formal Letter Examples

    Top 10 Formal Letter Examples

    In this article, we have written the best 10 Formal Letter Examples for you. Each Example is different from others with the latest Formal Letter Format. What is a Formal Letter? Formal letters are letters used mainly for impersonal discourses. They are used while communicating with officials or associates with whom the writer does not …

    Read More »

    How to Write a letter to the Editor

    How to Write a letter to the Editor

    Write a letter to Editor #1 Q. Write a letter to the Editor of a Newspaper complaining about the condition of roads in your locality. Mention the points in your letter:


    Finished Reading “How to Write a Professional Email?” Should we add more samples to our post “How to Write a Professional Email?” Does our post “How to Write a Professional Email?” help you?

    Want to Improve English Grammar?