Work Readiness Program
Written Communication — Emails
Written Communication — Professional Emails
Why Email Etiquette Matters
Email is often your first impression with an employer. A poorly written email can disqualify you before you even get an interview. A well-written one can open doors.
"The way you write an email tells an employer everything about how you'll communicate on the job."
The Anatomy of a Professional Email
Subject: [Clear, specific, professional]
Dear [Name / Hiring Manager],
Opening: State your purpose in the first sentence.
Body: Provide context, details, or your request clearly and concisely.
Closing: State what you'd like to happen next (call to action).
Kind regards,
[Your Full Name]
[Phone Number]
[LinkedIn URL]
❌ Horrible Email Example
Subject: job
hey
i saw ur ad and i want the job. im good at computers and stuff. let me know
thx thabo
What went wrong:
- Subject line is vague — "job" tells the reader nothing
- "hey" is far too casual for a professional context
- "ur" and "thx" — never use text speak in professional emails
- No specific role mentioned
- No value proposition — why should they hire you?
- No full name, no contact details
- No proper sign-off
Perfect Email Example
Subject: Application for Junior Data Analyst Role — Thabo Nkosi
Dear Ms. Dlamini,
I am writing to express my interest in the Junior Data Analyst position advertised on LinkedIn on 15 January 2025.
I recently completed a Data Analysis course where I built projects using Python and Excel to analyse sales trends and customer behaviour. I am confident that my analytical skills and attention to detail would make me a strong addition to your team.
I have attached my CV for your consideration. I would welcome the opportunity to discuss how I can contribute to your organisation. Please feel free to contact me at 071 234 5678 or via this email.
Kind regards, Thabo Nkosi 071 234 5678 linkedin.com/in/thabonkosi
What makes this great:
- Specific subject line with name and role
- Professional greeting with the person's name
- States the exact role and where it was found
- Highlights relevant skills with specific examples
- Clear call to action
- Full contact details in the signature
Email Etiquette Rules
| Rule | Why it matters |
|---|---|
| Always use a subject line | Emails without subjects often go unread |
| Use the person's name | "Dear Sir/Madam" is cold — research the name |
| Keep it under 200 words | Busy people don't read long emails |
| Proofread before sending | Typos signal carelessness |
| Reply within 24 hours | Shows professionalism and reliability |
| Never use ALL CAPS | It reads as shouting |
| Avoid emojis | Unless you know the culture well |
| CC sparingly | Only include people who need to see it |
Team & Collaboration Emails
When emailing colleagues or teams:
- Be direct — state what you need and by when
- Use bullet points for multiple items
- Acknowledge others' contributions — "Great work on the report, Lerato"
- Avoid passive-aggressive tone — "As I mentioned before..." reads as hostile
Mindfulness Moment
Before sending any important email, pause and ask:
- Would I be comfortable if my manager saw this?
- Is my tone respectful and professional?
- Have I proofread it at least once?
If yes to all three — send it. If not — revise first.
📺 Watch: Professional Email Writing Tips
A short, practical guide to writing emails that get responses — covering subject lines, tone, structure, and common mistakes.