How to write a professional English email

Learn how to write a professional email in 5 easy steps

Overview

During your international internship you might have to write an email or two to your colleagues, to clients or to customers. The important thing to remember when writing an email is that you want to portray a good and positive image of the company that you are interning for.

 

  1. Open the email with a greeting

Greet the person you are sending the email to. Depending on your relationship with the person, this can either be a formal or an informal greeting. For example, you would use a formal greeting like “Dear Mr Jones” for a customer or client, and you would use an informal greeting like “Hello Helen” for a colleague that you know well.

 

  1. Thank the recipient

Thanking the person you are emailing is only relevant if the other person is enquiring about a certain topic, i.e. a customer asking questions about your company’s services, or if you’re having a conversation with someone over email and they reply to you. (You don’t have to do this step if you are starting a conversation with someone.) For example, you could say “Thank you for your enquiry”, or “Thank you for replying to my previous email”.

 

  1. Explain why you are emailing them

Continue being polite and well-mannered by explaining why you are emailing them, for example “I am writing to enquire about…” or “I am contacting you with regards to…”. Then you are free to explain what you want from them. However, do remember that people like to read short and concise emails.

 

  1. Add in any last thoughts or questions

After the main body of text, you are then able to add any additional thoughts or questions, for example “I look forward to hearing from you” or “When will you be able to have a telephone call? What time would best suit you?”

 

  1. Close the email by signing off

And finally, it is very important to end the email by signing off, for example you could use “Kind regards”, “Best wishes”, “Yours sincerely” or “Thank you” and then write your name.

Before you hit send, make sure you read over your email and check for any spelling or grammar mistakes.

 

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