Writing professional emails and business letters is an essential skill for any new graduate or working professional. Here’s a complete beginner-friendly guide to help you write clearly, respectfully, and effectively:
1. Use a Clear & Relevant Subject Line
- Example:
Job Application – Civil Engineer
- Example:
Meeting Request: Project Status Review
2. Use a Professional Email Address (Optional)
- ✅ Good:
firstname.lastname@gmail.com
- ❌ Bad:
cooldude123@hotmail.com
3. Start with a Proper Greeting
| Situation | Greeting Examples |
|---|---|
| Formal/Unknown Person | Dear Sir/Madam |
| Known person | Dear Mr. Mekonnen / Ms. Abeba |
| Less Formal | Hello Daniel / Hi Mulu |
4. Write a Polite and Clear Opening
- Introduce yourself briefly (if necessary)
- State your purpose clearly
Example:
My name is Selam Tadesse, a recent engineering graduate from Addis Ababa University. I am writing to apply for the Civil Engineering position listed on Ethio Jobs Bank.
5. Structure the Body of Your Email
- Use short paragraphs
- Be clear and to the point
- Use bullet points if listing tasks or ideas
6. Close Politely
Use polite closing phrases like:
- Thank you for your time and consideration.
- I look forward to hearing from you.
7. Sign Off Professionally
- Best regards,
- Sincerely,
- Kind regards,
Then add:
- Your Full Name
- Phone Number
- LinkedIn (optional)
Professional Email Example:
Subject: Application for Electrical Engineer Position (Ref #112)
Body:
Dear Mr. Bekele,
I hope this email finds you well. My name is Saron Desta, and I recently graduated with a BSc in Electrical Engineering from Jimma University.
I am writing to express my interest in the Electrical Engineer position at your firm. Please find my CV and cover letter attached.
I would be grateful for the opportunity to discuss how I can contribute to your team.
Thank you for your time and consideration.
Best regards,
Saron Desta
+251 911 000 111
linkedin.com/in/sarondesta
How to Write a Business Letter (Formal Letter)
Format:
- Your Address
- Date
- Recipient’s Address
- Salutation (e.g., Dear Mr./Ms.…)
- Body (Introduction → Details → Conclusion)
- Closing (Sincerely, etc.)
- Signature
Example Business Letter
Saron Desta
P.O. Box 1000
Addis Ababa, Ethiopia
July 16, 2025
Mr. Bekele Tadesse
HR Manager
Ethiopian Electric Power
Addis Ababa, Ethiopia
Dear Mr. Tadesse,
I am writing to express my interest in the position of Electrical Engineer, as advertised. I recently graduated from Jimma University and believe my academic training aligns well with your organization’s mission.
Please find my CV and transcript enclosed. I look forward to the opportunity to contribute to your team.
Sincerely,
Saron Desta