Want to Make a Great First Impression? The 8 Important Things Every Professional Email Has

In every aspect of life, whether it’s school or work, it’s important to be a viable communicator, and first emails can have a huge impact on the rest of your career. Follow these tips and you will stay on top of your game without ever worrying about if you made a good first impression after pressing “Send.”

1. Create a Good Subject Line

People easily ignore emails everyday because of the vague or lazy subject lines. Do not write “favor?” or “job application” as the introduction to your message. Make sure to be grammatically correct and then include your name and a to-the-point quick two words on what you want.

For instance, “Interview Request – Jacob Fagan” is direct and gives the reader all the information he or she needs, especially if that person doesn’t already know you (or is fielding lots of similar requests).

For more help crafting an effective subject line, check out this article on our blog.

2. Get Right to the Point

You don’t want to ramble on or make it hard for the recipient, especially because there’s nothing for them to lose when deciding to reply or throw it in the trash. Say who you are, your affiliate and what you want all in the same sentence. Keep any background information short and relevant to the conversation or request.

For more information on how to write a short email that gets results, check out this article on email mistakes and this one on beginner networking.

3. Leave More Than One Mode of Communication If Possible and Appropriate

Some people, like employers may want the opportunity to call you if need be, and including a social profile or two can also be helpful, depending on your field. This gives more options for them to contact you and could be the deciding factor on if they want to.

4. Include a Signature

This is important because it looks professional and has important information like your name, number, email, title, and website. Not only does it look formidable, but it’s also useful to the person you’re emailing. It allows people to learn more about you without googling, and if they want other ways to contact you, they can find it there.

Also, aside from basic contact information, avoid making your signature too long (it doesn’t need to be more than three or four lines) or showy. Steer away from huge fonts and any added flair.

5. Check Your Grammar

Employers and other professionals do not want to sift through grammatical errors, especially easy ones like “your” and “you’re.” Double check everything; run it through easy sites like this one and even have somebody look it over.

6. Pick One Format, Font, and Font Size

I’ve read countless emails that contained multiple font sizes and unnecessary formats. For me, I always stick to 12-size font, Times New Roman and default format without indents. Overall, it’s easy to read, and a change in font or font size can look unprofessional.

7. Use a Professional Email Address

Don’t use ponylover4345@hotmail.com for professional emails. Create a new one using your name only or just your school email. People won’t take you seriously with an immature email address.

Also, don’t be afraid to have a “work” email, but know that employers can still see your immature email on your Facebook or other social media sites, if you’re not careful.

8. Write at a Fifth Grade Level

Not everyone is like you; there are many people who speak and write differently, so make sure to keep your language simple. Whether you’re emailing your professor, a potential employer or another professional, stay away from “English essay” language. The most important aspect of the email is to make sure the other person knows what you’re saying. Keep it straightforward.

A first impression via email is never easy, because your tone and word usage can make or break a relationship. Keep these tips in mind, and you’ll write amazing email every time.