What are Professional emails?

What are Professional emails?

Professional emails or letters are written when an individual needs some backing or support when entering into a new organization. Professional letters include Letter of Recommendation (LOR), a letter of individual introduction, CV, job application, or even a letter by a senior executive endorsing the employment of a junior colleague. Well formatted professional emails project confidence and control in one’s approach, and builds a good first impression to the reader.

How to write a perfect professional email?

Here is a step wise approach on how to draft the perfect professional email/letter to serve your purpose:

  • Greet the person you are writing to.Though it may seem odd to greet a stranger, using salutations like ‘dear’ while addressing the person is the best way to open a professional letter. The salutation must be followed by the receiver’s name as far as possible. Simply writing dear sir or dear mam seems impersonal and must be avoided.
  • Explain the purpose of the letter explicitly. Draft the email in an exceptionally polite tone, and be direct with delivering the purpose of the letter without coming forth as rude.
  • Take care of the length of the email. Professional letters are not specifically long. Respect the reader’s time and be to the point. If a lengthy discussion or a conversation is required, use the email as a medium to set up a meeting or a conference where the subject can be thoroughly discussed.
  • Conclude with an appropriate closing line – a single sentence that emphasizes on the soul of the letter and lure the reader to take action. The letter must end in such a way that it sets up a future correspondence.
  • Sign off with an appropriate closing like ‘sincerely’ or ‘yours truly’ or ‘regards’. Prevent form getting too creative, as it destroys the purpose of the formal letter. Mention your credentials if required.
  • Proofread your draft before sending. Make sure you email is not too lengthy and maintains the formal tone that a professional letter should. Check for typing and grammatical errors if any.

Also, avoid using ornate, playful or colored fonts while drafting your letter. Use bold, italics and capitals only when necessary, and avoid using emoticons. Make sure you maintain the professionalism of the letter/mail.

Choosing a company for email solutions:

  • Company should provide budget solutions to small businesses and individuals
  • The communication and writing style must be professional and to the point.
  • The company should provide email solutions in a stipulated short time span to take care of urgent businesses of the clients.
  • The company should provide easy modification and editing services and long term customer support.

Why Choosing the Best Email Marketing Service is Important?

Email marketing is one of the most cost-effective marketing tool. It is easy to manage, gives you full control and allows you to establish direct contact with your customers. For more on this topic, see our guide on why you should start building your email list right away. While you can use Optin Monster to easily get more email subscribers, the actual email delivery part comes down to your email marketing service provider.

If you aren’t careful, then you might end up paying a lot more money for fewer features and terrible deliverability (which causes you to lose even more money).A good email marketing service enables you to create highly engaging emails. It also allows you to manage your contacts, segment users into groups, and track the performance of your email campaigns.

Most importantly, a good email marketing service ensures that your emails do not end up in the spam folder. Having said that, let’s take a look at some of the best email marketing service providers and how they stack up against each other.

Constant Contact

Constant Contact is one of the largest and fastest growing email marketing services in the world. It is also the most easy to use and beginner friendly email marketing service. You can easily manage your email lists, contacts, email templates, and more. Each account gives you access to easy tracking and reporting, built-in social media sharing tools, an image library and 1GB of storage for your own files.

Constant Contact offers unmatched support with live chat, email, community support, and a vast library of resources. They also offer online training as well as live seminars in your neighborhood. This allows small business to quickly learn the basics of email marketing and start using it like a pro. For all the reasons above, we rate Constant Contact the best email marketing service for small businesses. Constant Contact has a 60 day free trial (no credit-card required). After that their pricing starts as low as $20/month.


Drip is a powerful email marketing platform for eCommerce, bloggers, and marketers. They offer a wide range of tools with their smart email marketing platform. It is also one of the most beginner friendly email marketing service. They have integration add-ons available for all popular website builders including WooCommerce and WordPress. This allows you to easily add sign up forms to your website and capture more leads.

What sets Drip apart from the competition is their intelligent marketing automation tools, smarter email segmenting, list groups, and tons of cool features that allow you to reach specific audiences in your email list. Support options at Drip include live chat support, Webinars, automation training, detailed course, free guides and excellent documentation. They offer a free trial account for up to 100 subscribers. After that their plans start from $41 / month.

Convert Kit

Convert Kit is a robust email marketing platform for professional bloggers, authors, and marketers. It is extremely easy to use and incredibly powerful. Convert Kit allows you to easily offer content upgrades and incentives with email signup forms. It also comes with easy to manage auto-responders allowing you to send drip emails. With Convert Kit, you can easily segment contacts into those who are interested and those who have already purchased. This is great for marketing automation.

Convert Kit offers email based support and have extensive knowledge base with great learning material. Pricing for Convert Kit plans start from $29/month with a 30-day refund policy.


Get Response is a hugely popular email marketing solution. It is extremely easy to use and simplifies email marketing for small businesses and absolute beginners. It comes with some amazing marketing automation tools which allow you to create smart automated campaigns. With a drag and drop builder, you can create campaigns, segment contacts, and send content designed for specific groups. These tools help you create effective campaigns to boost your profits. GetResponse comes with beautiful responsive forms, landing pages, A/B testing, tracking, and auto responders. It also integrates with third party lead generation software like Optin Monster, Sales Force, Google Docs, Zen Desk, etc.

Support is provided by phone, live chat, and email. Their help section is full of free learning material including videos, webinars, how-tos, guides, etc. GetResponse offers a 30 day free trial. Their pricing starts from $15/month.

Mail Chimp

MailChimp is one of the most popular email marketing service providers. They offer a very easy to use interface with great tools and awesome support. It integrates beautifully with WordPress, Magento,Shopify, and many other platforms. If you are using WordPress, then see our ultimate guide to using Mail Chimp and WordPress for detailed instructions. Mail Chimp also comes with easy email creator, merge tags, auto responders, segmenting contacts into groups, and simple tracking and analytics. It also allows you to set up delivery times based on user’s timezones and setup segmenting based on geolocation.

Support is offered by email, live chat, and a huge knowledge base with how-tos, videos, and tutorials. MailChimp offers a forever free plan which allows you to send 12,000 emails for upto 2,000 subscribers. Their paid plans start from $10/month. Because of their free plan, we rate MailChimp the best email marketing software for nonprofits.

Active Campaign

Active Campaign combines your email marketing, automation, with CRM and sales. It comes with all the tools you will need to create smarter email marketing campaigns. Active Campaign comes with a beautiful email template editor and mobile friendly signup forms. It allows you to segment contacts based on their actions, location, behavior, and social data. It can also fetch additional data about your contacts using only their email address.

It integrates beautifully with many third party software including WordPress. You can also send SMS messages to your contacts for follow up on campaigns. Active Campaign’s plans start from $9/month. You can also request a demo with limited features for a test run. Although the pricing on Active Campaign gets quite high, it’s totally worth the money if marketing automation is what you’re looking for. We hope this article gave you a good overview of the best email marketing services for your business. You may also want to see our list of 24 must have Word Press plug-in for business websites