How to Write Professional Emails

How to Write Professional Emails

Once you've figured out who, why, and how, you're prepared to write your business email. However, don't just type a few phrases and push send without taking into account all of the factors that contribute to a good email.

Make Good Use of the Subject Line

Make sure your email's subject line is complete and expresses the email's aim. Although it needn't be lengthy, it should contain something more specific than "Hello." Before the receiver even opens the email, the subject line should offer them a hint as to what it contains. This can help them rank your email as important and pertinent, as well as set expectations and put them in the correct frame of mind.

Avoid long text walls.

However, there are situations when a business email needs to be lengthier than a few paragraphs. In certain circumstances, think about dividing your ideas into bullet points or numbered divisions. People spend the majority of the day looking at screens at work, whether this is a pandemic or not. Utilize white space in your email to make it simpler for your receiver.

By using white space, you're merely dividing up long passages of text into smaller ones. This facilitates the recipient's ability to read your email. Consider splitting a paragraph that has six sentences, for instance, into two paragraphs of three sentences each. Alternatively, to make your ideas easier to read, organize them into bullet points.

Give them all the help they require.

Make sure to include any additional information you think the recipient would find relevant before pressing the send button. Although you might believe that including the information in the email saves time, think about including pertinent links or attachments instead. By doing this, you reduce the size of the email, which makes it simpler to send, and you enable the receiver to study the rest of the content on different tabs rather than by manually scrolling through your email.

Don't just send off your email.

You should always include a call to action (CTA) at the bottom of most emails, but not all. A call to action (CTA) encourages the reader to take an action and can assist reinforce your message or alert the receiver that you'll be taking action (like following up with them) soon. Saying you're eager to chat with them and that you'll follow up in a few days is one way to put it.

Alternatively, you may suggest that they click a link to visit your website. You could ask coworkers via email to send you a paper or to provide information on a project update. Regardless of your motivation, you should be explicit about the action you want the receiver to do so they may proceed in the right way.


Proofread your email before sending it even though it should go without saying. The majority of email systems contain some sort of grammar and spelling checker, although they're not always accurate.

In conclusion

Similar to the welcome, including a signature in your email is usually a smart idea. There are settings in many email applications that let you designate an email signature to be included at the bottom of each message you send. Links, quotations, and other content are all welcome.

However, if you haven't turned it on, be sure to include something rather than closing your email abruptly. Once more, this might seem disrespectful. A simple "Thanks" is usually sufficient when in doubt.

Greetings Matter

In general, professional email etiquette dictates that you should begin your message with a greeting (more on that below). However, the recipient of your email will determine the tone of your opening greeting. A more conventional opening is probably required when speaking to someone you've never met before, such as a recruiter.

Your best bet is usually to say "Dear so and so." It may be OK, to begin, with a first name, such as "Dear Jamie," if you've established a connection with the receiver (maybe at a networking event). You may occasionally (though infrequently) use Dear Mr., Mrs., Ms., Dr., and so forth. Using a headline is suitable, for instance, when a student emails a teacher.

However, there may be circumstances, such as when you're looking for a job, where you don't have an exact name. In that situation, a different title, such as Dear Hiring Manager, would be fine. But there are instances when a formal salutation like Dear so and such isn't exactly appropriate. In that scenario, you might think about adopting the following salutation: Dear So and So, Hello,/Good Afternoon! Hello!

There may also be circumstances in which a less formal greeting (Hey there!) is suitable. Again, everything relies on the recipient and how you get along with them. It's fine to forego the greeting sometimes. These are uncommon exceptions, though.

When you're responding to an email chain (and it's the third or fourth reply in a sequence of replies), you're more likely to omit the greeting. It's a good idea to start your email with a greeting, even if you already have a good relationship with the recipient. It may come out as unprofessional or, worse, cold and disrespectful if you skip it.

First, a Justification

In general, you should state your motivation for writing the email in the opening paragraphs, just after the opening sentence. Start with it, for instance, if you're thanking someone. "I really appreciate your advice on the opening last week. Use a phrase like "I'm following up on our interview" instead. It aids in defining the email's goal and provides the receiver with more context regarding your motivation for sending it.

The Short and the Sweet of It

An email should generally be brief but not too brief. Without being too ambiguous, you want to give the reader the context they require. However, you should avoid writing a lengthy email. If you have more than four paragraphs, think twice before sending, see if you can cut anything out, and ask for a phone call to finalize the details especially if you're doing this at work.

Cover the essential information (your motivation for writing, and your goals) as succinctly and succinctly as you can. As an alternative, you might want to write a longer document that you can print or read later and attach to the email.

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