Have you ever enthusiastically waited for electronic correspondence from a colleague, only to find yourself disappointed by the poorly-written email they sent to you? Unfortunately, this is a common occurrence. Many people, when sending out an email, overlook one simple yet important detail – professionalism. Here are a few tips on how to present yourself professionally when using email.

Select a professional email address – Get off on the right foot by wisely selecting your email address, since a poorly chosen email address can annoy recipients.

Let’s say that your name is Ashley Lynn Thomas and you recently applied for a job. While the hiring manager likes your background/experience and initially thinks that you could be a great asset to the company, he or she questions your maturity after reading your email address: Ashley2hot4u@hotmail.com.

While that might sound cool or funny to your friends – the hiring manager isn’t impressed. Consider the following alternatives instead:

  • al@gmail.com
  • ashleythomas@gmail.com
  • thomas@gmail.com
  • ashley@gmail.com
  • ashleylynnthomas@gmail.com

Avoid nicknames – It is much more professional to have your name appear instead of the email address when sending out an email. This will instantly allow the recipient to determine the identity of the sender, while possibly hiding an inappropriate email address.

Keep your subject line short– A subject line should be short and informative so the recipient will quickly understand the purpose of the email. Leave everything else for the body of the email. Most people simply don’t have the time to read a subject line that’s as long as the email itself.

Use your own domain – Having your own website such as www.ashleylynnthomas.com allows you to create an email address from that domain, such as ashley.thomas@ashleylynnthomas.com. It’s beneficial to have a professional email account specifically for business purposes.

Use a clean signature – Keep your signature elegant yet readable. Include your full contact information such as your company’s name, location, social media links and websites. Unless they represent you or your company, avoid using graphics, letter heads or irrelevant logos.


L. Ghafoor | DBPC Blog

Recommended Posts