Mastering the skill of writing emails in English is more important than ever—email is one of the most widely used forms of communication globally and English is the most widely spoken language worldwide.

If English is not your first language, you may feel held back from successfully navigating the professional world and pursuing opportunities that could significantly advance your career. I’m Sabine Munshi, a business English coach that helps professionals speak and write in English confidently.

This article will provide you with examples and guidance on how to write a professional email in English.

Define Your Goal

Before you begin to write, think about the purpose of your communication. What is the goal of your email?

If you are sending an email as part of a job application, the goal of your email would be to introduce yourself to the hiring manager, express your interest in the position, and share your resume and cover letter.

Now that you have defined your goal, you can focus on writing a professional email that helps you make a strong and positive first impression on the hiring manager.

Subject Line

The subject line of your email is crucial, as it is what your recipient sees before opening your email. Busy professionals often judge the importance and urgency of an email solely based on its subject line before deciding whether to open it. A short and clear subject line conveys the main purpose of your email, piquing your recipient’s interest and encouraging them to open it promptly.

Keep your subject line concise. Use title case, with the first letter of each word capitalized.

[Job Title] Application: [Your Name] Resume & Cover Letter

Salutation

The first line of your email should greet your recipient with a salutation followed by the title and name of the person you are sending the email to. It is important to have correct information about the hiring manager so that your email is personalized to them. “Mr.” is the title of a male recipient, while “Ms.” is typically the title of a female recipient, with a few exceptions.

Dear Ms. Ava Smith

If you do not know the name of the hiring manager, you may greet the hiring team. For example:

Dear [Company] Hiring Team,

Body

Always remember that your recipient may receive many emails daily, so they may not have time to read a lengthy message. As such, the body of your email should be short, to the point, and courteous. In this example, you want your email to focus on your unique strengths and genuine enthusiasm for the role.

After the salutation, the body of your email should begin with a polite introduction of yourself and the reason why you are emailing.

I hope this email finds you well. I’m [Your Name], and I am writing to express my interest in the role of [Job Title] at [Company].

Include a sentence or two that highlights your qualifications. For example:

I am a [department] professional with [#] years of experience in the [industry] industry. I graduated from [University or College] with a [Diploma or Degree in Field of Study].

Express why you are interested in the role and what you look forward to.

I believe my skills and experience would be an asset to your team. I look forward to discussing the opportunity to contribute to the growth and success of [Company].

Mention attachments in your email and your contact information.

I have attached my resume and cover letter for your consideration. I am available at this email or [your phone number].

Finally, thank the recipient for their time and consideration and include your signature.

Thank you for your time and consideration.

Sincerely,

[Your Name]

Example: Job Application Email

Marketing Coordinator Application: Sophie Rossi Resume & Cover Letter

Dear Swisspresso Hiring Team,

I hope this email finds you well. I’m Sophie Rossi, and I am writing to express my interest in the role of Marketing Coordinator at Swisspresso.

I am a content marketing professional with 7 years of experience in the food and beverage industry. I graduated from the University of California, Irvine with my MBA.

I believe my skills and experience would be an asset to your team. I look forward to discussing the opportunity to contribute to the growth and success of Swisspresso.

I have attached my resume and cover letter for your consideration. I am available at this email or +41 79 716 77 82.

Thank you for your time and consideration.

Sincerely,

Sophie Rossi

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Sabine Munshi Business English Classes are specifically designed for busy professionals seeking to improve their English to unlock more career success and professional recognition. As a certified Neurolanguage® Coach, I use a brain-friendly, science-based approach tailored to your unique learning style and career aspirations.

Our conversation sessions are engaging and tailored to your interests, making practice comfortable, enjoyable, and stress-free. Mastering English communication is not about your accent; it's about confidently expressing yourself and seizing opportunities.

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How To Write Professional Emails In English