Other professional communication , Ētahi atu kōrero ngaio

You don't need to include your address in a professional email, particularly if your contact details are part of your email signature. Generally, you do not give either your email address or the date as this is also evident in the email itself.

Your email address should sound professional. Often businesses will assign staff an organisational email, however, if you are using a personal email that involves rude or colloquial words or nicknames, consider creating a more professional-sounding email address. An email that includes your name is a good idea, particularly if you are applying for employment. This may also prevent your email being marked as spam.

Most people get spam, like unasked for emails which are selling something or have malware. A clear, attention-grabbing, subject line can be the difference between being read and being sent straight to the trash.

Keep your subject line succinct and clear. Clearly tell the reader what the email is about to help the reader:

• generate interest in your email
• decide whether your email is spam or not
• understand how urgent and relevant it is.

Avoid subject lines such as 'Important!' 'Urgent!' or 'For your review' or other subject lines with exclamation or question marks. They are commonly used in spam.

If you are applying for a job, state the job title in the subject line. Job advertisements will often tell you how to address your email so it is a good idea to check if this is the case.

Professional emails should use a formal salutation.

If you have met the recipient before and they have indicated it is okay, use their first name, otherwise use their surname. Use professional titles if appropriate.

Using te reo in letters and emails

In a professional email, it is important to be concise so you need to make clear immediately the reason for writing.

Ideally, each paragraph should have a single point or focus that explains, or details, your reason for writing.

Often, emails finish with a call to action or a request for some kind of response.

Conclude your email with a thank you or appropriate well wishes.

Email Signature 

You might also want to include a signature that is part of your email template. Often a signature is a different font colour and style and set slightly after your email. Usually, an email signature will include:

• your name
• job title
• contact information
• links to any relevant information such as a website or your LinkedIn account.

Email service providers vary in how to set up a signature. Check online for information about how to do this in your email.

As with academic writing, a professional email should use formal language with correct grammar and punctuation.

Use formal salutations and closing phrases – do not use expressions such as 'Hey, how's it going?' or 'Take it easy.'

To avoid assumptions on an individual’s personal circumstances, the use of “Ms” can be more appropriate than Miss or Mrs. Be mindful of using correct pronouns and preferred names when addressing individuals. If you are unsure, use a gender neutral term of address.

Do not use:

• contractions, such as 'don't,' or 'I'm.' Write words in full, like 'do not', 'I am.'
• emojis. They detract from a professional tone.
• all capital letters. Typing in capitals is viewed by some as shouting or be mistaken for spam.

Pay attention to punctuation and capitalisation. Make sure you proofread your email several times before sending – nothing is more unprofessional than spelling mistakes and poor grammar.

In a letter, it is customary to include your contact details in this order, at the top of the page:

• physical address
• telephone number
• optional email address
• the date
• recipients address, telephone number and optional email address.

You can choose to centre your address or align it to the right.

If you have met the recipient before and they have indicated it is okay, use their first name, otherwise use their surname. Use professional titles if appropriate.

Using te reo in letters and emails

You should conclude your letter with an appropriate sign-off. Leave space after your closure to sign your name. Print your name under your signature.