Polite expressions are an essential part of any good professional email. It is important, in this electronic letter, to use very precise codes both for the greeting and for the conclusion. Business Cool helps you see things more clearly to write the perfect email that will make the difference!
Whether before entering a company, for recruitment processes, to follow up with a client or to discuss a file with a colleague, professional email is at the heart of organizational communication. It meets very specific codes and must always begin with greetings and end with a polite expression, a bit like the cover letter ultimately.
Write a professional email well
A professional email should be structured as an inverted pyramid. The most important information should be at the beginning of your message so that your recipient doesn’t waste time going through your email once they receive it. But before that, don’t forget to include an email subject line that covers the topics you are going to cover in your electronic missive! It must be clear, concise and include the key words of the themes covered.
Then, your email should be quite short, not written with spelling mistakes or in colloquial language, and really get straight to the point. Just like you, your interlocutor does not have much time to read this email and it is important to quickly address the key elements of the message.
Finally, you must write a conclusion, which is generally a call to action (response, making an appointment, etc.) before inserting a polite formula which is decisive in the professional email. Certain established expressions must not be forgotten otherwise it will give the impression of a lack of professionalism.
Your professional email must always be concluded with a very clear signature which includes at least: your name, your first name, your position in the company, the name of your company and your contact details (email and telephone number). You can also insert links or any other important information related to data protection for example.
Greetings at the start of an email
The polite expressions are found both at the beginning of the e-mail and at the end of this electronic letter. Indeed, it is an introduction that should not be overlooked to give a good first impression to your recipient. When you write your email, you will also represent your company and it is important to maintain a formal tone, especially if you do not know your interlocutor. It is best to avoid “ Hi ” Or ” Hello“.
In the event that you do not know who your recipients are, just like the cover letter, you can start your professional email with “Madam, Sir”. You can also opt for a “ Dear Madam » or a “ Dear Sir“. These very formal greetings demonstrate a sign of politeness, but should be avoided if you have already communicated with your recipient. In fact, they can seem a little too cold.
The most common formula to use at the start of an email remains “ Hello Mrs. ” Or ” Hello Mr Y“. This time-honoured formula can be replaced by a simple “ Good morning“. It is best to avoid using the person’s first name if you have never spoken to them, especially in the context of recruitment. Here again, the codes remain the same as the cover letter.
How to conclude a professional email?
Before using a polite formula, it is important to conclude your email with a call to action formula. There are two reasons why you are sending this electronic letter: the first is to share important information. The second is to obtain information from your interlocutor. In the first case, one of the most used formulas is “ Thank you for taking the time to post my message.“. This simple sentence lets your recipient understand that the elements of your email are very important and must be read carefully.
Most of the time, a professional email is used as part of an exchange and you expect a response from your interlocutor. You can first of all make him understand that you remain available to answer any questions he may have via this polite formula: “ Pending your response, I remain available for any clarification. » or “ While waiting for your response, I remain available to answer your questions“.
Finally, if you are waiting for a response from your interlocutor, you can conclude by proposing a meeting date with the following formula: “ When would you be available for an interview/exchange? » If you want to sell a service or product, you can use: “ Would you be interested in our solution ? » It is important to ensure that you maintain a formal tone and not be too directive in your wording.
The best polite expressions for a professional email
Just like the cover letter, the professional email must end with a polite statement. However, in this context, the degree of relationship you have with the person will determine the formula you can use. You can opt for the very formal: “ Please accept, Madam, Sir, my distinguished greetings ” Or ” Please accept, Madam, Sir, my distinguished greetings“. You can also prefer the “ Please accept, Madam, Sir, the expression of my distinguished greetings » or “ best regard“. However, other polite expressions allow you to be respectful, without necessarily appearing cold.
The most common polite expressions for email
Here are some polite expressions most used in professional emails:
- Sincerely,
- Kind regards,
- Yours sincerely,
- Good to you,
- Best regards,
- Best regard,
- Respectfully,
As a general rule, “ Sincerely » is used more often because it remains neutral and polite, without overdoing it. Indeed, some do not hesitate to opt for “ Respectful and sincere greeting« , « Respectful greetings ” Or ” I send you the expression of my consideration“. However, the end of your electronic letter should not be too formal and it is important to choose the appropriate polite formula depending on your interlocutor and your relationship with them.
What is the formula for ending an administrative email?
An administrative email, that is to say an email intended for an administrative department, has all the codes of a professional email. You should not think that, because it is an email addressed to a public institution, you have to be much more formal. It is important to remain cordial, to convey a feeling of respect, but there is no point in opting for overly heavy wording. A simple “ Sincerely“, however, can seem cold in this context. So, just like the cover letter, you can decide to prefer the following formulas: Respectfully« , « Yours sincerely ” Or ” Kind regards“.
What cold polite formula?
This question comes up often. If you don’t like your colleague or want to appear cold in a professional email, certain polite expressions can give that impression. Here, a “ Sincerely » can do the trick, especially if you have a certain proximity with your recipient. However, if you want to give the impression of coldness, you have to put a certain distance with the recipient. So, you may prefer a very conventional and formal sign of politeness, like “ Please receive, Madam, Sir, the assurance of my deepest respect“.
What formula to replace cordially?
As mentioned previously, “Sincerely” can seem cold in an email. In these cases, it is important to replace it with polite expressions that are less formal. You can opt for a “ Yours” , Or ” Yours sincerely“. If you know your interlocutor well and are going to see them again soon, you can always opt for a “ See you soon ” Or ” See you tomorrow“. These polite expressions, much less formal, can easily replace a “ Sincerely » at the end of an email.
Polite formula in a professional email: examples
Example no. 1: exchange between colleagues
Subject: Request for information on accounting document X2560
Hello Michael,
I hope you’re well.
I would like to contact you because I need your help with an X2560 accounting document. Indeed, I noticed an error in the figures and I would like to discuss it with you in order to have a better understanding of the situation. Could you tell me the calculation method used in the document? I would also like to understand how the data is processed before it enters the table.
I remain at your disposal for any further clarification and am available to discuss it by telephone if necessary.
I thank you in advance for your help,
Good to you,
Michael.
Example no. 2: canvassing a client
Subject: Digital marketing solution for personalized mailing campaigns
Dear Madame Fouquet,
I would like to contact you because I have become aware of the communication needs of your company Aderma and I would like to present to you our offer of personalized mailing campaigns.
Our digital marketing solution allows you to personalize your emails to better target your prospects and customers, improve your opening and click-through rate, as well as track and analyze the results of your campaigns. We would be delighted to tell you more about our offer and to arrange a meeting to discuss your needs and present our solutions in detail. Would you be interested in a quick telephone appointment?
Thank you in advance for your feedback,
Kind regards,
Michel Roqua.
