7 Rules for Professional Emails in English

Yes, emails are more informal than business letters. But there are still rules for a professional
email.
Email etiquette can change from one culture to another and from one language to another.
Today you will learn exactly what you need for a professional email in English.
1. Always use a subject line
The subject line is the first thing your reader will see. You want your subject line to be
succinct (clear and brief). This is your chance to catch your reader’s attention. It also helps
the reader to immediately know what your email is about.

Without a clear subject line, your reader may not be interested in your email. And it is
possible she will not read it.

Examples of clear subject lines:

Meeting date changed
Question about the conference
Can you meet on Monday?
Suggestion for your presentation

2. Use a professional greeting

Always, always, always start with a greeting. If you start without a greeting, your reader will
notice immediately.
An email without a greeting, or with a greeting that is too informal, appears rude and too
familiar.
Good examples of professional greetings:
Hello [first name],
Good morning / Good afternoon [first name],
Dear [first name],
Hi [first name] = with someone you know well

3. K.I.S.S.
That’s right! If you are not sure what to write in your email, remember this rule: KISS (Keep
It Short and Simple)!

Avoid long, complicated sentences.

Don’t write several long paragraphs.
Use bullet points for important details or lists.
This will help your reader identify the important information immediately.
Most people are busy and they read emails quickly. Keep your sentences clear, your grammar
simple and paragraphs short.
The KISS rule will also help you avoid potential grammar and vocabulary mistakes.
“Your emails represent you. What you say and how you write gives an impression of you.“
4. Use a professional closing
Like a greeting, you should always include a closing to be friendly, polite and professional.
Without a closing, the end of the email feels abrupt and rude.

Example professional closings include:

I look forward to hearing from you.
Best wishes,
Sincerely,
Thank you for your time,
Warmly,

5. Be careful with ALL CAPITAL letters, abbreviations, and emojis.

USING ALL CAPITAL LETTERS feels like you are screaming, which feels rude. It also
looks unprofessional.
Abbreviations are common in texts, Twitter and Facebook, but they are not appropriate for
business or professional emails. If you would not use abbreviations on your resumé or
business letter, then you don’t want to use them in a professional email.
For example, do not write “LOL” for laughing out loud or “IMHO” for in my humble
opinion or “gr8” for great.
Again, emojis are common with friends and family on social media, but they are not
appropriate for business or professional correspondence (letters and emails).

6. Proofread your email

Be sure to always proofread your email before sending. In professional emails, grammar,
spelling, and punctuation do matter!
Here are some issues to check for and correct if there are errors:
All lowercase or all capital letters
Use correct capitalization for sentences and proper nouns
Check for your use of articles, prepositions, and verb tenses
Check spelling
Some helpful ways to proofread are:
Read your email out loud
Have a friend or colleague review your email if you are not sure
You can always use a dictionary to help you
7. Always include your contact information at the end of your email
For a professional email, your email signature should include your full name and email
address.
If appropriate, it is also a good idea to include your phone number and company website.
5 Rules for writing an effective cover letter
A good resume can score you a job. But a well-crafted cover letter can help your CV get
noticed. In today’s era of online job applications, many candidates choose to forgo sending
this introductory letter. A grave oversight, when you consider most employers claim a cover
letter is critical as it helps them short-list candidates.

A good cover letter provides context for a resume. It allows you to pitch for the job, by
sharing what you know about the future employer and elaborating your accomplishments that
are relevant to their business. It also helps explain gaps in your CV, like employment breaks
or career switches if any.

The objective of a cover letter isn’t just to show you as a prospective candidate, but to
introduce you as one.

To write an effective cover letter, keep it brief and to-the-point (ideally, not more than half a
page), address the appropriate person in the organization and ensure that the document
contains no errors. In addition to these basic rules, keep these five rules in mind:

Write a strong opening line

An effective cover letter must begin on a strong note. Recruiters go through hundreds of
applications a day, so you need to be able to catch his/her attention with a good opening line.
There are several approaches you could use for this. The tried and tested way is to introduce
yourself and get to the point immediately. This will make you sound crisp and businesslike.
Other methods include conveying your enthusiasm for the job or expressing a positive
observation about the company. Irrespective of what approach you take, ensure you have a
gripping and original first line.

Sound excited
The best cover letters always adopt an enthusiastic tone. No one wants to meet a listless
candidate, so use the opportunity that the cover letter gives you to sound animated about
yourself and the position you are applying for. The tone and attitude reflected in your cover
letter is a significant intangible that will influence a hiring manager’s decision of whether to
call you for an interview or not. So be sure to sound positive and eager about the job.

Use the right keywords

An effective cover letter makes generous use of keywords to convey the message that the
applicant possesses the attributes required for the job. Avoid clichés and opt for descriptive
adjectives. For e.g., instead of calling yourself a hard worker, say, “I have a tremendous
capacity for work”.
Keywords related to a specific job can usually be found in the job advertisement, where the
recruiters will list the skills and qualities required. To write an effective cover letter, scan the
job details carefully and incorporate as many relevant keywords as you can without making it
seem contrived. Sounds tricky? Try using a professional resume writing service to help you
craft a balanced pitch.
Make your cover letter reader-friendly
Since the hiring manager has to go through several applications within a limited time, make
your letter as easy to read as possible. Use formatting elements like bullet points, underlines,
italics and capital letters to emphasize key points. Not only will this convey your message
more effectively, it will also make your letter more aesthetically appealing.

Share facts and figures

Recruiters are always on the lookout for reasons to hire you. An effective cover letter should
spell out why a candidate thinks he/she is the best person for the job and this case needs to be
backed up with sufficient evidence of past achievements. A good strategy is to pick out a
couple of your most important accomplishments relevant to the position you are seeking and
supplement them with numbers. For instance, share profit percentages, budgets or time
frames to highlight your successes instead of just pluralizing your accomplishments so that a
hiring manager knows exactly what you can do when he/she reads your letter. Saying,
“Improved production efficiency” doesn’t have the same ring as “Created processes that
boosted production by 15%”.

Top tips to keep in mind while writing a cover letter

Source the name of the person you are writing to. Avoid generalizations like Dear Madam/Sir
or HR Manager.
Don’t go on about what a job with the company means to you. Instead focus on what you can
do for them.
Don’t end by saying you’ll wait to hear from them. Ask for an interview or state your
intentions to follow up with a phone call.
Avoid cliches like “Find my resume enclosed”. The person reading your letter can see there is
a CV attached.
Don’t ramble on about your career. Tailor the letter specifically to the job you are applying
for.
Use strong words like “I am convinced” instead of “I feel” to make an impact.
Your letter reflects your ability to write and communicate. So make sure you proofread it
before sending it out.
BASIC RULES OF CV:
The job market continues to remain highly competitive for candidates with employers often
overwhelmed by the numbers of applications received for every vacancy. In today’s tough
economic climate, finding a new job is onerous for most but fine-tuning your CV can help
secure the next step: a job interview.
1. Presentation
Don’t format your CV in a way that will distract from the content or confuse the reader - keep
it simple and consistent throughout. A garishly designed CV may stand out and grab the
recruiter’s attention, but this could be for the wrong reasons.

2. Length
Try to keep your CV to two sides of A4 as anymore is unlikely to be read; recruiters simply
don’t have the time. This is tough if you have had an extensive career history, so try limiting
the amount you write on your earlier positions to key achievements. Employers tend to be
more interested in your most recent and relevant career history.

3. Tailor your CV - not just your covering letter

It is important to tailor your CV to the job you are applying for and not just the covering
letter. To do this well thoroughly read the job description and understand what the recruiter is
looking for in terms of competencies, skills and experience. Where you have the necessary
attributes, make sure you include examples of them on your CV. If you have skills gaps then
make the most of the skills you do have and
adapt them as best you can for the position you are applying for.

4. Start your CV with a personal profile

This should be a short paragraph at the beginning of your CV that covers the key skills and
experiences you have, perhaps the industries you have worked in and what you are looking
for from your next role. This can be tough to write but can be far more effective than
a lengthy covering letter. A smart candidate will tailor this for each different role they apply
for.

5. Career history
Write your career history in chronological order, starting with the most recent role - and
include dates. Identify the key skills and experiences you have had in each of the jobs you
have held and summarise these starting with what you think would be the most relevant to the
recruiter.

6. Achievements
Include your key achievements in the different posts that you have had. If you are invited to
an interview, make sure you are ready to talk about them in detail.

7. Address career gaps

It is better to address a recent lengthy career gap than leave a questionable hole in the
chronology of your CV. If you have had a year off to go travelling or time off to raise a
family, then detail this in your CV.

8. Hobbies and interests

If you want to include a section on hobbies and interests then only include things that might
differentiate you in a positive light from other applications. Avoid the obvious as it won’t add
anything to your application.
9. References
While you don’t have to include this with your CV it is good to make it clear at the bottom of
your CV that references are available upon request. Have at least two referees who would be
prepared to give you a reference if required, ideally in a professional capacity.

10. Don’t forget to run a spell check!

The Six Rules of Effective Public Speaking

Rule #1: Make the Audience the Center of Your Universe

You're not the focus of the event! Get that essential truth into your presentation DNA.
Ultimately, every good speaker cares more about the audience than themselves. This can be a
tough prescription to fill if you have speech anxiety, which tends to wrap you in a cocoon of
anxiety and self-consciousness. But the good news is this: focusing fully on the audience lifts
a tremendous burden from your shoulders in terms of worrying about your performance. To
make your message new and exciting for you and your audience is the most wonderful thing
that can happen to you as a speaker.

Rule #2: Focus on Relationships

If the audience is the center of your universe, you're already focused on the right task:
establishing and maintaining a relationship with them. Your speech's content can never live
on its own—if it could, why would there be a presentation? Three relationships are operating
during a speech: between you and the audience; you and the content; and the audience and
the content. In the first, you engage, interest and activate your listeners; in the second, you
interpret your content for those listeners; and in the third, the audience relates to your content
because you've pointed out why it matters to them. Pay attention to all three relationships.

Rule #3: Understand Your Purpose

Too many speakers confuse topic and purpose. For instance, I'll ask a client, "What's your
purpose with this presentation?" And the response will be, "Well, I'm going to talk about—"
"No," I say, "that's your topic . . . what's your purpose?" Then it becomes clear what I mean.
Yes, the information is what you're there to talk about. But it definitely isn't what you're there
to accomplish. Audiences hope to be better for the experience of listening to you—and that's
exactly what you must try to make happen. Being clear on your purpose will help you gather
exactly the right information to accomplish it.

Rule #4: Use Your Body

Your body is a powerful communication tool. You're not a brain in a bell jar communicating
telepathically. Audiences need you to give physical expression to your message. That, of
course, means understanding how to use body language as a speaker. Suggestions: Stand
rather than sit if you have a choice (so you don't eliminate 50% of your physical presence).
Come out from behind the lectern if possible. Make your gestures few in number and well
defined. And discover an actor's secrets for commanding a stage.

Rule #5: Color Your Vocal Delivery

Your voice is the most flexible speaking tool you own apart from the brain itself. It's capable
of a wide range of coloration and effects, from astonishment and incredulity to mockery and
seduction, and a hundred other intentions. To speak without vocal variation means using a
"mono" or single tone, from which we derive the word monotonous. If you're limited vocally,
work with a speech coach to learn the vocal dynamics that will, quite simply, make you a
more exciting speaker.

Rule #6: Boost Your Skills at Q & A

I call Q & A "the forgotten avenue of audience persuasion." Virtually anyone can give a
reasonable presentation if they prepare and practice enough. But what happens when the
questions, challenges, and push-back begin? The speaker who can handle that situation with
style, knowledge, and a bit of self-deprecating humor, is the person who embodies
presentation leadership. And while you're at it, brush up on my 7 "danger zones" of Q & A.

RULES OF EFFECTIVE PUBLIC SPEAKING

Golden Rule for Public Speaking #1 Preparation

You need to know your content and your audience. Every measure short of delivering the live
performance can be classed as preparation. Be it the initial idea, the design of a story,
producing graphic support, PowerPoint slides, practice, rehearsal… There is simply no
substitute for good preparation.

Golden Rule for Public Speaking #2 Opening

You have about 90 seconds to grab the audience’s attention. They’ll start making judgments
about you from the moment you walk on stage but once you open your mouth, there’s really
no time for dithering. Why not commit the first 200 words of your presentation to memory?
That way, you’ll know every word, every breath and every movement and begin your
performance full of confidence.

Golden Rule for Public Speaking #3 Purpose

Why am I here? What am I going to get out of this? Both audience and speaker ought to be
able to answer these questions. The most important thing about purpose is to have one. Make
sure you have a clear message and make sure you deliver it.
Golden Rule for Public Speaking #4 Structure

Use a simple structure - with a beginning, middle and end - to tell a story. Your first task is to
awaken the audience's interest in what you have to say. (See #2 Opening) Once you've got
them hooked, you can focus on guiding the audience’s understanding through your sales pitch
using relevant stories. The stories you choose will create points of impact for the audience.
By the time you reach the end, nothing should come as a surprise to the audience. Your call-
to-action should come across as being a reasonable and logical next step. (Read more about
this model for presentation structure here)

Golden Rule for Public Speaking #5 Timing

Stick to the schedule. People plan their day around advertised time slots. Know how long you
have and don’t overstay your welcome.

Golden Rule for Public Speaking #6 Voice

Prepare your voice in advance. There is no way around the fact that, when speaking publicly,
you are dependent on your voice. In order to engage your audience, you need to be both
heard and understood. Achieving this is about balancing volume, pitch, pace and articulation.
(Read more about those 4 key areas here)

Golden Rule for Public Speaking #7 Humour

Only use humour if it’s appropriate. If it doesn’t fit, don’t force it. Speakers are expected to
be reasonably entertaining and humorous in the same way that poems are expected to rhyme.
It doesn’t have to be that way. Humour often comes from well delivered stories with points
pertinent to the main material. Be proud of your message and confident in your delivery. If
it’s not funny, don’t worry.

Golden Rule for Public Speaking #8 Notes

If your presentation slides can be printed and distributed as a handout without any further
explanation, there’s probably something serious wrong with the content. Presentation slides
are for the audience; they’re not there to keep you on-track and on-script. It all goes back to
preparation. If you really know your message, you won’t need speaker’s notes to help you
deliver it.
 Preparing for Interviews
Pre-Interview Research Worksheet

In interviews, your job is to convince a recruiter that you have the skills, knowledge and
experience for the job. Show motivation and convince a recruiter that you fit the
organization's culture and job description, and you get that much closer to an offer.

7-Step Interview Prep Plan

1. Research the organization.
This will help you answer questions — and stand out from less-prepared candidates.

Seek background information.

Use tools like Vault, CareerSearch or The Riley Guide for an overview of the organization
and its industry profile.
Visit the organization’s website to ensure that you understand the breadth of what they do.
Review the organization's background and mission statement.
Assess their products, services and client-base.
Read recent press releases for insight on projected growth and stability.
Get perspective. Review trade or business publications. Seek perspective and a glimpse into
their industry standing.
Develop a question list. Prepare to ask about the organization or position based on your
research.
2. Compare your skills and qualifications to the job requirements.
Analyze the job description. Outline the knowledge, skills and abilities required.
Examine the hierarchy. Determine where the position fits within the organization.
Look side-by-side. Compare what the employer is seeking to your qualifications.
3. Prepare responses.
Most interviews involve a combination of resume-based, behavioral and case questions. We
encourage you to meet with us to practice telling your story in the best possible way.

4. Plan what to wear.

Go neutral. Conservative business attire, such as a neutral-colored suit and professional
shoes, is best.
Err formal. If instructed to dress “business casual,” use good judgment.
Plug in that iron. Make sure your clothes are neat and wrinkle-free.
Dress to impress. Be sure that your overall appearance is neat and clean.
5. Plan what to bring.
Extra copies of your resume on quality paper
A notepad or professional binder and pen
A list of references
Information you might need to complete an application
A portfolio with samples of your work, if relevant
6. Pay attention to non-verbal communication.
Be mindful. Nonverbal communication speaks volumes.
Start ahead. Remember that waiting room behaviors may be reported.
Project confidence. Smile, establish eye contact and use a firm handshake.
Posture counts. Sit up straight yet comfortably. Be aware of nervous gestures such as foot-
tapping.
Be attentive. Don't stare, but maintain good eye contact, while addressing all aspects of an
interviewer's questions.
Respect their space. Do not place anything on their desk.
Manage reactions. Facial expressions provide clues to your feelings. Manage how you react,
and project a positive image.
7. Follow up.
Many interviews end with “Do you have any questions?”
Bring a list. You may say, “In preparing for today's meeting, I took some time to jot down a
few questions. Please allow me to review my notes.”
Be strategic. Cover information not discussed or clarify a previous topic — do not ask for
information that can be found on the organization’s website.
In your opinion, what makes this organization a great place to work?
What do you consider the most important criteria for success in this job?
Tell me about the organization’s culture.
How will my performance be evaluated?
What are the opportunities for advancement?
What are the next steps in the hiring process?
GROUP DISCUSSION
Many companies and institutes are making group discussion as the first criteria for screening
the candidates for face-to-face interviews. And there is reason too for giving huge importance
for Group Discussion. First thing Group Discussion is used for mass elimination! And second
thing group discussion selection criteria’s are based on actual company requirements.

Communication and Group Discussion skill are two relevant soft skills that are must for
software testers.
Why group discussion should be the first criteria for selecting software testers?
Software tester requires communication with different people like team members, managers
and customers. So interpersonal skill is very important for tester.
Yesterday one of our readers mailed me about her problem. She is very good at work but
when it comes to taking credit for her work, someone else is taking the credit.
Why this is happening? She is lagging in interpersonal skills. Lagging in communication. She
might be proficient in many skills, but what if she isn’t able to communicate her thoughts in
front of her seniors or evaluators? Simply, she will lose the credits of her own work!
Making a good impression while speaking in meetings or interviews is the basic skill every
professional should have. Let’s see how you can make this impression.

What skills are judged in group discussion?

How good you are at communication with others.

How you behave and interact with group.
How open minded are you.
Your listening skill.
How you put forward your views.
Your leadership and decision-making skills.
Your analysis skill and subject knowledge.
Problem solving and critical thinking skill.
Your attitude and confidence.
Do’s and Don’ts of Group discussion:

1) Keep eye contact while speaking:

Do not look at the evaluators only. Keep eye contact with every team member while
speaking.

2) Initiate the GD:

Initiating the GD is a big plus. But keep in mind – Initiate the group discussion only when
you understood the GD topic clearly and have some topic knowledge. Speaking without
proper subject knowledge is bad impression.

3) Allow others to speak:

Do not interrupt anyone in-between while speaking. Even if you don’t agree with his/her
thoughts do not snatch their chance to speak. Instead make some notes and clear the points
when it’s your turn.
4) Speak clearly:
Speak politely and clearly. Use simple and understandable words while speaking. Don’t be
too aggressive if you are disagreeing with someone. Express your feelings calmly and
politely.

5) Make sure to bring the discussion on track:

If by any means group is distracting from the topic or goal then simply take initiative to bring
the discussion on the track. Make all group members aware that you all need to come to some
conclusion at the end of the discussion. So stick to the topic.

6) Positive attitude:
Be confident. Do not try to dominate anyone. Keep positive body language. Show interest in
discussion.

7) Speak sensibly:
Do not speak just to increase your speaking time. Don’t worry even if you speak less. Your
thoughts should be sensible and relevant instead of irrelevant speech.

8 ) Listen carefully to others:

Speak less and listen more! Pay attention while others are speaking. This will make coherent
discussion and you will get involved in the group positively. You will surely make people
agree with you.

9) No need to go into much details:

Some basic subject analysis is sufficient. No need to mention exact figures while giving any
reference. You have limited time so be precise and convey your thoughts in short and simple
language.

10) Formal dressing:

Do not take it casually. No fancy and funny dressing. You should be comfortable while
speaking in group. Positive gesture and body language will make your work easy.